AI workflows: from separate goals to a complete process
A modern AI Agent does not just answer questions, it runs processes. With workflows you define what your agent does: when X happens, do Y, then Z. Here is how it works.
Author: Heyloha Team
From giving answers to getting things done
The first generation of chatbots gave answers. You asked a question, you got text back. Handy, but the conversation usually ended at the first hand-off: "get in touch with our team".
A modern AI Agent does more. It schedules appointments, forwards leads to your CRM, looks up an order status and collects the right details, all inside the conversation itself. With Heyloha you set that up with workflows.
What is an AI workflow?
A workflow is a recipe: when something happens, your agent runs through a series of steps. In plain language: if this, do that, and then this.
Every workflow consists of a trigger and one or more steps. The trigger determines when the workflow starts, for example when a visitor asks for a demo. The steps determine what happens next.
From goals to processes
Previously you gave your agent separate goals: "schedule appointments", "collect leads". Those goals stood on their own and the agent had to figure out for itself how to reach them.
With workflows you lay down the process instead of just the goal. You determine not only that a lead gets collected, but also which details the agent asks for, where they go and what happens afterwards. The goal is tracked along automatically.
What a workflow can do
You choose from different kinds of steps, which you put in the right order. The agent runs through them one by one.
Ask the visitor for specific details, such as name and email address. Send an email to an inbox. Run a tool, for example Shopify to look up an order status. Share a phone number or a link to the right page. Or push the details on to an external system via a webhook.
Three real-world examples
Schedule a demo: when a visitor asks for a demo, the agent collects name and email address and sends them to your sales inbox.
Order status: when someone asks about an order, the agent runs a tool to look up the current status and reports it back in the conversation.
Quote request: when a visitor wants a quote, the agent collects the required details and sends an email to your team, so no one misses a lead.
Configurable per channel
A workflow can be active on one channel and not on another. That way you can, for example, run a detailed intake on your web chat, while on WhatsApp you only ask for the essentials.
Why this matters
An agent that runs processes resolves more without your team having to step in. Less manual retyping, fewer missed leads and a consistent process that plays out the same way every time.
Curious what workflows could mean for your customer contact? Test Heyloha for free and build your first workflow in a few minutes.
Frequently asked questions
Do I need technical knowledge to build a workflow? No. You put a workflow together in the app by choosing a trigger and adding steps. At the bottom you see a preview of what your agent will do.
How many workflows can I set up? As many as you need, each with its own trigger and its own steps.
Do workflows work together with my CRM? Yes. Via the email step, a tool or a webhook you push details on to systems like HubSpot, ActiveCampaign or your own endpoint.