Overview

This guide walks you through creating a new workflow in Chatavise from scratch. You’ll learn about triggers, actions, and reaction triggers, as well as how to configure workflow settings, design your automation sequence, and review workflow activity.



1. Workflow Settings

When you create a new workflow, start by configuring its Settings tab:

  • Zapier Key – If you use Zapier to push data into Chatavise workflows, copy your workflow’s unique key here for integration.

  • Estimated Text Credits – See the estimated number of credits your workflow will use per run. Credits are consumed when sending SMS (1 credit) or MMS (3 credits).

  • Workflow Name & Description – Give your workflow a clear, descriptive title and optional description.

  • Allow Re-Entry – Choose whether contacts can re-enter this workflow while still active in it.

    • Enable if multiple triggers are desired (e.g., multiple bookings).

    • Disable if you want to prevent overlapping communication.

Click Save after making changes.

2. Designing Your Workflow

Workflows are built around triggers and actions.

Activation Trigger

This is the event that starts your workflow. Examples:

  • A lead form submission

  • A keyword texted to your number

Example:

Trigger: When a contact submits the “Test” lead form.

Adding Actions

Once a trigger is set, add actions that define what happens next.
Common actions include:

  • Send Text Message – Write your message, attach an image if needed, choose delay options, and select communication method (SMS, call, or email fallback).

  • Assign Tags – Label contacts for future segmentation.

  • Assign Team Member – Notify and assign a lead to a specific user.

  • Wait – Add delays between actions (minutes, hours, days, weeks).

  • Pause Workflow – Stop remaining actions from sending.

Example sequence:

  1. Send immediate thank-you text with a link.

  2. Wait 2 days.

  3. Send a gentle reminder text.

Reaction Triggers (Advanced)

Available on the Autonomous plan, reaction triggers listen for specific contact actions while they’re already in a workflow.
Example:

If a contact clicks a specific tracked link:

  • Send a thank-you text

  • Assign them to a team member

  • Apply a tag

  • Pause remaining workflow actions

This is useful for avoiding redundant follow-ups and acting quickly on high-interest leads.

3. Managing Workflow Activity

The Activity tab shows:

  • Contacts in Workflow – See all active, completed, or paused workflow participants.

  • Current Step – Track which step a contact is on.

  • Filters – Search by name, phone number, or workflow status.

4. Workflow Controls

From the workflow page, you can:

  • Toggle On/Off – Activate or deactivate the workflow.

  • Delete Workflow – Permanently remove it (cannot be undone).

Best Practices

  • Name workflows clearly to quickly identify their purpose.

  • Start with simple sequences, then add complexity.

  • Use tags and assignments for better segmentation and follow-up.

  • Be mindful of frequency to avoid opt-outs.

Need Help?
Click the Help button in Chatavise to find more articles or contact support directly.