Chatavise

Workflows is one of the vital parts of the automations side of Chatavise. Workflows allow you to create message sequences that can be triggered by keywords, attached to text campaigns, and more! It's important to understand how to build your own workflows if you want to fully utilize what Chatavise has to offer.

To get started creating your first workflow, head to the Workflows page from the Automations dropdown.

Click on the New Workflow button at the top right of the page.

Give your new workflow a name, then hit the Save button.

The new workflows window will open up. You'll be able to fully customize your workflow here.

Give your new workflow a quick description if needed. This part is optional, but beneficial if you have a multitude of workflows with minor differences. Make sure to hit the Save button when you're done.

You can also change the name of the workflow from this page. Hit save to capture the changes made.

Next, click on the magic wand/Triggers button. From here you'll be able to select what kickstarts this chain of events you're about to set up.

There are three different types of triggers to choose from: platform, keyword, and survey triggers. Platform triggers are connected to integrations that perform actions outside of the Chatavise app. Keyword triggers are keywords created within the Chatavise app that can be texted in by a client/customer to trigger the workflow messages. Survey triggers allow you to connect a workflow to a completed survey.

To connect to a platform trigger, click on the plus + button. 

The page will show that no platforms are currently selected. Click on the Change button beside this to pull up available integrated platforms.

From here you can either scroll through or search using the search bar for the platform most important to you and select it.

Each platform will have a different list of triggers for you to choose from. Choose the trigger or triggers that are most relevant to these messages. You will only be able to select one trigger at a time.

If you need to remove a selected trigger, click on the trash can icon.

If you'd like to select a trigger from a different platform, click on the Change button and select a new platform.

If you'd like to attach a keyword trigger to this workflow, click on the plus + button. From here you'll be able to choose from the list of already created keywords. If you need help with how to create your own keyword, check out our Ultimate Guide to Keywords here.

You may choose one or multiple keywords to attach to a workflow. It's recommended to attach multiple variations of the same word to capture all possible texts: for example, if your keyword for a workflow is "EVENT", it may be a good idea to include an "EVENTS" keyword as well. Click on the plus + button to add the keyword(s).

You can only select one keyword at a time. If you'd like to remove a keyword trigger, click on the trash can icon.

Adding a survey trigger is similar to adding a keyword trigger; click on the plus + button beside the Survey Triggers listing and add the survey you'd like attached to this workflow. If this survey is completed, this workflow will be triggered to send to the recipient. If you need help building out a survey, check out our Ultimate Guide to Surveys here.

It is now possible to set up a workflow without a trigger. In order to send out a workflow to a contact or contacts without a trigger, all you need to do is attach the workflow to a campaign, select the recipients of this workflow, and run the campaign. If you'd like a more in-depth look at how to run a campaign using a workflow, check out Ultimate Guide to Campaigns here.

Once we've decided what triggers we'd like to connect to our workflow, or decided a trigger wasn't necessary, click on the rabbit/Actions icon to set up what happens next.

Actions will decide on how Chatavise behaves and what happens when the workflow is triggered or sent. Click the Add step 1 button.

Click on the Change button to select which platform you'd like to use for your action. Different platforms will have different actions to choose from.

Once you've selected which platform you'd like to use, click on the dropdown and choose which action you'd like to occur to kick off this workflow.

As an example, I've chosen to schedule a message using the Chatavise platform. You can type out your message in the textbox and include message variables listed below the textbox. You can attach images to these messages and, with the help of variables, attach surveys and links as well.

(Hint: type a hash # in the textbox to make the variables popup window to appear. This window will help you navigate the many variables available in your account.)

When it comes to messages in workflows, you can choose how long you'd like these messages to be delayed after the workflow has been triggered before they send. Once you've set the delay period (or none at all), press the Save button.

You can edit this action any time by clicking on the pencil edit icon. You can also delete it at any time by using the trash button.

If you'd like, you can add more steps to your actions list. Click on the plus + button to create your next step.

Once you've created all the steps you'd like for this workflow, click over to Pivots.

Pivots allow you to connect new triggers that occur to new workflows. This essentially gives the pivot higher power over the actions, and allows the pivot to take control and send that contact into a new workflow, also known as a "subflow".

Survey and keyword pivots are simple. If a keyword of your choice is texted in, or if a survey of your choice is taken and completed, this will instead trigger the subflow to be sent instead of the original subflow. Select the survey or keyword you'd like to connect to this pivot, select your subflow from the dropdown, and you're all set!

When it comes to platform pivots, you're also given the ability to create filters that would allow for the subflow to continue based on certain conditions being met first. First, select the trigger you'd like that would cause this first workflow to pause.

Next, click on the Filters dropdown and choose from the Object dropdown what you'd like to control the workflow progression. 

You will then be able to select whether you'd like this value to match or not match what you've chosen. For example, if you can choose to continue if the contacts zip code does match your input value, or does NOT match the input value.

You can add more than one condition to this pivot. For example, you can set it up so that the workflow will continue if the zip code matches what you've chosen, AND if the message text contains the word "YES". OR means that the contact has to fall in to either of these filter categories to continue the workflow, while AND means that the contact has to fall into both categories of these filters.

Once you've finalized your filters, click Save to record your progress. Next will be to select which subflow contacts that are not filtered out will receive instead. Click on the subflows dropdown, find the subflow most relevant, and hit the Add as subflow button.

Click on the X to remove an irrelevant subflow if needed. Press the Save button once everything is finalized.

Your workflow should now be complete! If you'd like to keep track of who receives this workflow, head to the Assignments page.

From the Assignments page, you'll be able to keep track of: who receives this workflow, including their phone number and location they're assigned to, the status of the workflow, and the steps the contact is currently on or whether or not action is required from the contacts side.

You can filter out these contact assignments by location, status, or tag, or you can search for the contact either by name or by phone number as well.