Workflows & automation

Workflows do work for you automatically. For example: when someone sends “price”, reply with the price list and tag them as a lead.

Go to Workflows in the sidebar.

How workflows are built

A workflow has two levels:

• Workflow (master): the container, with a name, a description and a type.
• Child workflows: the rules inside it. Each rule is trigger → conditions → actions.

Part	Question it answers	Examples
Trigger	When does this run?	Incoming message, webhook, manual start, message status
Conditions	Only if…	Message includes “price”, contact is in a group, a tag is set
Actions	Then do…	Send a template, tag the contact, post to a webhook, hand off to an AI bot

Create a workflow

1. Click Add Workflow.

2. Enter a Workflow name, e.g. Welcome new customers, and an optional description.

3. Choose How should it run?

   • Automatic: runs by itself whenever its trigger happens.
   • Manual: runs only when you start it for selected contacts or groups.

4. Choose Build with:

   • Form editor: fill in step-by-step sections.
   • Flowchart editor: drag blocks onto a canvas and connect them.

   You can switch editor at any time; both edit the same workflow.

5. Set up the trigger. Choose the platform first (WhatsApp, Instagram or Messenger), then the trigger and sub-type, e.g. Incoming Message → Text.

6. Add conditions if you need them. Combine rows with AND / OR, using operators such as Equal To, Includes, Starts With, Greater Than.

7. Add one or more actions.

8. Save, then activate.

Turn on both switches

A workflow only runs when both the child workflow and the master workflow are switched on.

Triggers

Trigger	Runs when…
Incoming Message	A customer sends a message. Narrow it by sub-type: text, image, button reply, flow response, order, payment and more
Webhook	Another system calls the workflow’s unique URL. Copy the URL from the trigger settings
Manual Trigger	You start it from Contacts (Trigger Workflow) or from another workflow
Sent Message Status	A message you sent is sent, delivered or read
PostToWebhook Response	A webhook action returns a response
Integration triggers	E.g. new order in Shopify or abandoned cart. These depend on your connected integrations

Actions

Action	What it does
Template Message	Send an approved template to the customer or another number, optionally after a delay
Message	Send text, media, buttons, a list, catalog, flow or payment request (within the 24-hour window)
Post to Webhook	Send data to another system’s URL (REST or GraphQL)
Add to Groups/Tags	Organise the contact
Assign AI bot	Hand the chat to an AI bot, with an idle time, exit message and buttons
Code	Run custom JavaScript
Store Data	Save details to Orders or Contacts
Update State Status	Set a state value the workflow can read later
Repeat Workflow / Manual Workflow	Start another workflow

Variables

Use variables such as {{senderName}} and {{senderPhoneNumber}} in messages and conditions. Data from flows, webhooks and integrations becomes available automatically as variables. You can also map your own variables in the Mapping tab.

Example: qualify leads from a form

1. Trigger: Incoming Message → Flow (your “Get a quote” WhatsApp Flow).
2. Condition: {{budget}} Greater Than 1000.
3. Actions:
   • Message: “Thanks {{senderName}}! A specialist will contact you shortly.”
   • Add to Groups/Tags: tag Qualified Lead
   • Post to Webhook: send the lead to your CRM
   • Assign AI bot: your sales bot

Library, import and export

• Library: ready-made workflows you can clone. Wabot asks for any details it needs.
• Export a workflow from its card menu, and Import .wabot files to copy workflows between accounts.

Troubleshooting

Problem	Check
The workflow doesn’t run	Both switches are on. The trigger platform and sub-type match the message
A variable is empty	The variable name and data path in Mapping
The webhook action fails	The URL, method and headers, and that the JSON body is valid
A template isn’t sent	The template is approved, and all its variables have values