Why it matters
Whippy Workflows automate repeatable processes across Whippy and connected systems. A workflow can respond to an event, transform information, make decisions, update records, send messages, and coordinate work across multiple products without requiring someone to complete every step manually.
Use Workflows when a process has a clear starting event and a repeatable set of actions. Start with a small, predictable outcome, then add branches, loops, waits, and integrations as the process becomes more advanced.
Key Concepts
Workflow: An automation made up of one trigger and one or more steps.
Workflow Builder: The visual canvas used to connect and configure the workflow.
Trigger: The event that starts a workflow, such as an incoming webhook, email, schedule, or supported app event.
Step: An action or flow-control block that runs after the trigger.
Action: A step that performs work, such as calling an API, formatting data, running code, or using a connected app.
Flow Control: Logic that filters, branches, loops, or pauses the workflow.
Variable: Data from a trigger or earlier step that can be used later.
Draft: An editable workflow version that is not live.
Published Workflow: A workflow with a live version that can receive trigger events.
Run: One execution of a workflow.
Current Version: The published version used for new workflow runs.
What You Can Automate
Workflows can support processes such as:
Receive an email, summarize it with AI, and post the summary to Slack
Send a follow-up email after an AI Receptionist call
Enrich a new lead and notify the correct team
Update Whippy contact or conversation data after an external event
Process attachments or records from another system
Run a recurring report or synchronization on a schedule
Route urgent and standard requests down different paths
Wait for an external job to finish before continuing
The apps and actions available depend on the integrations enabled for your organization.
How a Workflow Works
A typical workflow follows this lifecycle:
A trigger starts the workflow.
Whippy creates a run using the current published version.
Each step receives data from the trigger or an earlier step.
Actions perform work and return output.
Flow controls decide what should happen next.
The run finishes as Successful, Failed, Running, or Filtered.
Run Details preserve the step inputs, outputs, logs, and errors available for review.
Choose Workflows or Another Whippy Product
Use Workflows to coordinate flexible automation across events, data, APIs, and connected apps.
Use Sequences when contacts should receive structured, timed outreach across communication channels.
Use AI Agents or AI Receptionist for conversational interactions and decisions during chats or calls. Their tools can start follow-up automation, while Workflows handle the repeatable work that happens before or after the interaction.
These products can work together. For example, an AI Receptionist can collect a caller’s details and trigger a workflow that sends an email, updates a record, and posts an internal notification.
Open and Find Workflows
Step-by-Step: Open Workflows
Select Workflows from the main navigation.
Review the workflows available in your workspace.
Use search to find a workflow by name.
Review its description, status, creation date, and updated date.
Select the workflow to open it.
Use the workflow actions menu when you need to view it, edit its details, or delete it.
A published workflow normally opens on its current version. An unpublished workflow without a live version opens in the editor.
Create a Workflow
Step-by-Step: Create a Workflow
Open Workflows.
Click Add workflow.
Enter a clear Workflow name.
Add a description stating what starts the workflow and what outcome it produces.
Click Add.
Select and configure the trigger.
Add the required actions and flow controls.
Test the workflow from left to right.
Publish it when it is ready.
Review the first live runs.
Creating a workflow does not make it live. It must have a valid trigger and be published before normal trigger events can run it.
Workflow Status
The Status toggle in the workflow list shows whether the workflow is published.
Turn the status on by publishing a valid draft.
Turn the status off when you need to stop new executions.
Review runs already in progress separately; unpublishing is intended to prevent new triggers.
Workflow Builder Areas
Inside a workflow, you can use:
Canvas: Add and connect triggers, actions, app steps, and flow controls.
Publish: Validate and make a draft live.
Versions: Review drafts and published versions, test a version, create a draft, or restore an earlier version.
Runs: Review execution history and step-level details.
Import & Export: Copy workflow JSON or import workflow steps from JSON.
Some toolbar options remain unavailable until the workflow has a published version or run history.
Tips and Best Practices
Start with one trigger and the smallest useful outcome.
Use names that describe the event and result, such as “Summarize support email to Slack.”
Add a description that helps teammates understand the automation before opening it.
Test with safe, realistic data.
Use filters before actions that should only run for certain events.
Keep credentials and sensitive data out of names, descriptions, and logs.
Review runs after publishing.
Create a draft before changing a stable live workflow.
Unpublish workflows that should no longer receive new events.
Troubleshooting
Issue | Possible Cause | Fix |
The workflow does not run | It may be unpublished, its trigger may be incomplete, or no matching event occurred | Check its status, trigger configuration, and source event |
Publish is blocked | One or more steps are incomplete | Open every highlighted step and complete the required configuration |
The same process runs more than once | The source event may be delivered more than once or multiple workflows may use it | Review trigger sources, filters, and recent runs |
The wrong records or recipients are affected | A variable, filter, or connected account may be incorrect | Unpublish if necessary and inspect Run Details before correcting the draft |
Versions or Runs is unavailable | The workflow may not have a published version or run yet | Finish and publish the workflow, then generate a controlled test event |
A workflow should stop receiving events | It is still published | Turn off its Status toggle and confirm no new runs start |