Workflows

Workflows let you automate how your conversations are processed and actioned. You design the automation visually on a canvas, choosing what kicks it off and what happens next, then publish it to run on its own.

A workflow always starts with a Trigger (the event that starts things) and then runs through a series of steps you connect together. Behind the scenes, RedFlare selects the right conversations, runs them through analysis, filters and sorts the results, and sends out the alerts or exports you set up, all without anyone lifting a finger once it's live.

What you can do

• Build automations on a visual canvas by connecting a trigger to a series of steps.
• Start a workflow On a Schedule or from integration events like Integration Sync Completed, Integration Sync Started, and Integration Sync Failed.
• Pull in the right conversations with Select Conversations, then Filter, Sort, and Distribute them.
• Run conversations through AI analysis with Process Conversations.
• Notify your team with Send Alert or deliver results with Schedule Export as a CSV or Excel report.
• Publish a workflow to make it live, and Pause or Resume it whenever you need.
• Track every execution under the Runs tab and set guardrails under Settings.

How it works

When a workflow goes live, RedFlare starts listening for its trigger. The moment that event fires, a fresh run begins, and each step you placed on the canvas executes in order, passing its results down the connections to the next step.

1. The trigger fires. A schedule reaches its appointed time, or one of your connected sources finishes (or starts, or fails) a sync. For a sync-completed trigger, RedFlare automatically gathers the conversations that arrived during that sync window so they're ready for the next step.
2. Conversations are selected. A Select Conversations step pulls the set you want, either freshly imported (unprocessed) conversations from an integration, already-analysed conversations from a pipeline, or all of them. Every selection respects the data-access rules of whoever created the workflow, so a run never surfaces conversations that person isn't allowed to see.
3. Conversations are processed. A Process Conversations step sends each conversation through one of your analysis pipelines, where it's transcribed, scored, and analysed for sentiment and other measures. Processing happens in parallel batches so large volumes move quickly, and RedFlare keeps a running tally of how many conversations were handled and how many credits were spent.
4. Results are shaped. Filter, Sort, and Distribute steps narrow the list to what matters, reorder it (for example, lowest scores first), keep just the top results, or split it into groups by rules you define.
5. Outcomes are delivered. Send Alert emails the right people, and Schedule Export builds a CSV or Excel file and emails recipients a secure download link.
6. Everything is recorded. Each run, and each step within it, is tracked with its own status, timing, conversations processed, and credits used, all visible under the Runs tab.

note

Steps run as a connected graph, not just a straight line. Where two steps don't depend on each other, RedFlare can run them at the same time, and a step waits until everything feeding into it has finished before it starts.

Create a workflow

1. Open Workflows from the sidebar.
2. Select New Workflow. If this is your first one, you'll see "No workflows yet" with a button to create one.
3. RedFlare opens your new workflow in the Editor with a trigger placeholder ready to set up.
4. Select the trigger placeholder, then pick a trigger from the side panel. You'll see the prompt "Select a trigger to start a workflow".

tip

Choosing a trigger is the first real decision in any workflow. Options include On a Schedule for recurring automation, or Integration Sync Started, Integration Sync Completed, and Integration Sync Failed to react to your connected sources. A sync-completed trigger is the natural starting point when you want to analyse new conversations as soon as they land.

Build out your steps

1. With a trigger in place, select Add new step on the canvas. The panel prompts you to "Select a next action in the workflow".
2. Choose an action. Common building blocks include:
   • Select Conversations to pull a subset of conversations from an integration or pipeline. You can choose Processed, Unprocessed, or All, apply a filter, and cap how many to take.
   • Process Conversations to transcribe, score, and analyse them through one of your AI pipelines.
   • Filter to keep only the items that match your conditions.
   • Sort to reorder a list (for example, by score or date) and keep the top results.
   • Distribute to split a list into groups by fixed counts or by percentage shares.
   • Send Alert to notify the right people.
   • Schedule Export to generate and send a CSV or Excel report.
3. Select any step to configure it in the side panel. Each field includes a short description and helper text to guide you.
4. Connect steps by drawing a line from one to the next so data flows through your workflow.

tip

Use the toolbar to keep a busy canvas tidy. You can switch between Drag mode and Select mode, Zoom In, Zoom Out, Fit to view, Organize steps, and toggle Show minimap / Hide minimap.

Change or clear a trigger

If you need a different starting point, select Change trigger. RedFlare warns you first: "Changing the trigger will clear the current workflow steps, Are you sure you want to change?" You can also Clear trigger to start over.

Delete a step or connection

Right-click a step to Delete step, or remove a line with Delete connection. If other steps depend on what you're deleting, RedFlare lets you know how many will be affected before you confirm.

Process conversations in a workflow

The Process Conversations step is where raw conversations become analysed, scored results you can act on.

1. Add a Process Conversations step after a step that produces a list of conversations (for example Select Conversations set to Unprocessed).
2. Choose the pipeline to run them through. The pipeline decides how each conversation is transcribed, scored, and analysed.
3. Connect the step so the list of conversations flows into it.
4. When the run executes, RedFlare processes the conversations in parallel and, once they're all done, hands the freshly analysed set to the next step.

note

Processing consumes credits and counts toward any limits you set. RedFlare stops processing more conversations in a run once the workflow's call limit is reached, so a single run can't run away with your quota.

Send alerts and export results

1. To notify people, add a Send Alert step. Set the subject, write the message, and list the recipients. When the step runs, RedFlare emails them automatically.
2. To deliver data, add a Schedule Export step. Name the export, pick the columns to include, and choose the file type (CSV or Excel).
3. Connect the list you want exported into the step. RedFlare builds the report file, stores it securely, and emails your recipients a message titled "Your Report is Ready" with a download link back into the workflow's run.

Publish, pause, and resume

1. When your workflow is ready, open the Final checks. RedFlare reminds you to "Make sure all issues are fixed before publishing this workflow."
2. Select Publish workflow. You'll confirm with "Are you sure you want to publish this workflow?" and RedFlare notes that "This will make the workflow live and available for execution."
3. Once live, you can Pause workflow at any time. Pausing "will not affect any ongoing workflow runs."
4. To start it back up, select Resume workflow, which "will resume any upcoming workflow runs."

If you make changes to a published workflow, you'll see an Unpublished Changes notice: "This workflow has changes that are not published yet." Select Edit workflow to create a fresh draft from the live version without affecting what's currently running.

note

If issues remain, RedFlare blocks publishing with "Please resolve the issues in the workflow before publishing the workflow." Fix the flagged steps, then try again.

Review runs and metrics

Open the Runs tab to see how your workflow is performing. You'll find an at-a-glance view of Credits used, Average runtime, and the number of runs in progress, completed, failed, and cancelled.

Before any run happens, you'll see "No Runs yet" with the note "Your workflow runs will appear here once the workflow has been executed." Each run lists its run number, status, start and finish times, runtime, credits used, and conversations processed. Open a run to follow it step by step, since each step records its own status and timing as the run moves through the canvas.

Set limits in Settings

Open the Settings tab to add guardrails:

• Call limit sets "a maximum number of times this workflow can be triggered to prevent accidental loops or excessive activity."
• Credits limit lets you "control your spending by setting a credit threshold. The workflow will automatically pause if it exceeds this amount."

tip

Workflow versions are kept for you. Open Workflow versions to "Select a version to view, or make one active" with Set as active, so you can roll back or compare without losing your history. Only the active version runs, so older runs already in flight aren't disrupted when you switch.

Manage your workflows

From the Workflows list you can search with Search workflows, and each workflow shows its name, status, and when it last ran. Use the row actions to Duplicate workflow or Delete workflow.

caution

Deleting is permanent. As RedFlare warns: "Deleting this workflow will delete all of its versions and runs, and any ongoing runs will be cancelled."