Your first workflow

You build a workflow that creates a contact and a deal in the CRM from every new email in the mailbox. It asks you before it creates them.

Prerequisites

• You may build (the role admin, or the former role developer). With the role member, you land on the workflow list instead of the builder.
• You have connected an account for every service of the workflow, in the example Outlook Mail and Pipedrive. The test run fetches real emails from your account. Without a connection there is no test event.
• The workspace has credit. Every model call costs money, when building in the chat just like in every run. Settings shows the balance in the section Credit. If it is empty, the app answers "Your credit is used up."

In a workspace that a partner looks after, the partner builds. The client's people see no build functions there, regardless of their role.

Describe the workflow

1. Click New chat in the sidebar.
2. Click Create workflow below the input field.
3. Describe the process in your own words, for example: When a new email arrives in the inbox and looks like an enquiry, create a contact and a deal in Pipedrive. Ask me first.
4. Send the message. As soon as the trigger or the process is clear, the chat shows the card Build workflow.
5. Click Build. The builder opens with your description and starts building at once.

The interface is German, but you can write the description in any language. Other ways into the builder, such as an empty workflow or a template, are described under The builder.

Answer questions during the build

The Co-Builder is the chat in the column Build on the left of the builder. It creates the steps on the canvas itself. While it does, it asks for fixed values that only you know, such as mailbox, folder or recipient.

1. Answer its questions in the chat.
2. Wait until the card Build plan has ticked off all steps.
3. Click Connect in the card Connection missing, if it appears.
4. Read the last message. It says whether the workflow is executable or whether fixed values are still open.
5. Supply open values in the chat or enter them directly on the step.

For SharePoint and OneDrive locations and for Teams channels and chats, the chat shows a picker instead of a question. There you click Apply.

You do not need to save anything. The builder saves the draft after every change.

Check the steps

Every workflow has exactly one Trigger, always as the first card. Steps of three kinds follow:

• Agent: works with a model and with tools.
• Action: runs exactly one operation from the catalog, without a model.
• Condition: branches on the value of a field, without a model.

Approvals are not cards of their own. They are a switch on the tool of an agent or an action. What each kind can do is described under Steps.

1. Click the card of the CRM step. The dialog shows three tiles: Input, Work and Output.
2. Check the Instruction in Work. The step works by it, and it must not be empty.
3. Check the tools Create contact and Create deal. Both write, so their switch Approval is on. The run stops before each call and asks you.

If you switch approval off, the tool shows Without approval, and the agent creates the entries immediately.

If a card has a red border, a line above it gives the reason, for example "Not reachable from the trigger, connect the flow". The sparkle on this line hands the problem to the chat.

Set the trigger

1. Click the card Trigger.
2. In the tile Trigger, choose Integration in the field Kind.
3. Choose the app Outlook Mail under Integration.
4. Choose New email under Event.
5. Check the field Folder under Settings. The default is inbox.
6. Describe under Responsibility which emails the workflow should handle, for example only enquiries from new prospects, no newsletters, no invoices.

If you leave Responsibility empty, the workflow handles every email. An email that does not fit ends as Skipped, with a visible reason.

The trigger names no account. Each person chooses their own Outlook Mail account when they set the workflow up for themselves.

With this trigger, a step cannot ask you questions in the middle of the run, because nobody is at the screen. The switch Questions in the tile Work appears only with the trigger Form. Approvals exist regardless.

Test with a real email

The panel Test run hangs below the trigger card.

1. Click Load latest events in the panel. The builder fetches real messages from your connected account.
2. Select a message.
3. Click Test with this event.
4. Wait until the run reaches Create contact. The card then shows Waiting for your approval with the real values.
5. Click Approve or Reject on the card.
6. Check the result line below each card.

There are no invented test emails. With Trigger only in the menu next to the button, the test runs only as far as past the trigger. Stop aborts a running test. The ▶ on a card (This step only) repeats this step against the current draft without restarting the run.

If the panel blocks, it names the reason itself. All test runs collect in the drawer Runs at the bottom edge of the canvas.

Publish the workflow

1. Click Publish at the top right. The saved draft becomes an immutable version. The display next to the button changes from Draft to v1.
2. Click Set up for me in the dialog Version 1 published. Later postpones it.

Publishing starts nothing and stops nothing.

If the workflow is not executable, lowcloud refuses with "Workflow cannot be published: …", followed by the findings, such as open fixed values. Further reasons for a refusal include:

• The workflow uses a deleted agent.
• A workflow that the team sees contains a private agent, skill or bucket.
• The trigger is a webhook.

Set it up for yourself

A setup belongs to one person, is tied to exactly one version and runs through that person's accounts.

1. Click Set up for me. The button is in the dialog after publishing, as Set up in the row on the page Agents, and in the tab Setups on the workflow page.
2. The dialog lists every service. Choose your account in each row under Choose account. If you have none for a service yet, click the button with its name, for example Connect Outlook Mail.
3. Click Set up. From now on the workflow runs through your accounts.

If you publish a new version later, every setup stays on its version, yours too. Each person switches with Update to v2.

View the first run

The trigger checks once a minute. The first check after setup processes nothing yet. So about two minutes can pass before the first real run.

A run whose email did not fit the Responsibility appears as Skipped in the history and is hidden there by default. What a run shows is described under Runs.