How to set up your first Workflow [example included]

About Workflows

Workflows let you automate what happens after key events in Nimbata, like an inbound call, outbound call, form submission, or incoming SMS. You choose when a Workflow should trigger, then add filters (to control who/what qualifies) and actions (what Nimbata should do next, e.g., transcribe a call, send an alert, push a conversion, etc.).

Use a template to get started quickly, or build from scratch for full control.

How to set up your first Workflow

Step 1. Click on 'Workflows' on the left side menu.

Step 2. Click on the '+ Create' button on the upper right corner.

Step 3. You have landed on the 'Create a New Workflow' menu. If you want to create a custom workflow from scratch, select 'From Scratch' and go to Step 4.

For quicker results, use one of our templated workflows by selecting 'From Template' and visiting the corresponding guide for the workflow you need from the list below:

Step 4. Now that you are in the Workflow Builder screen, it's time to select your trigger. Triggers sit under the 'Trigger Enrollment' sub-menu:

The trigger events are Inbound Call, Outbound Call, Form Submission, and SMS Received. You can select for a Workflow to fire when:

Inbound Call (incoming call to a tracking number): Fires when someone calls one of your tracking numbers. You can trigger the Workflow when the call starts, ends, or when a user property is updated as a result of the call.
Outbound Call (call placed from your system): Fires when an outgoing call is made from your account to a lead/contact. You can trigger the Workflow when the call starts, ends, or when a user property is updated.
Form Submission (new form lead captured): Fires when a form submission is received (e.g., a lead submits their details). You can trigger the Workflow when the form is received, or when a user property is updated from that submission.
SMS Received (inbound text message to a tracking number): Fires when an SMS is received on the selected tracking number. The Workflow will listen for inbound texts to that number and trigger automatically when a message arrives.

Step 5. Next, it's time to select your filters and actions. Click on the '+' plus sign to tell your workflow what actions to perform and what filters to apply.

Workflow filters and actions explained: https://help.nimbata.com/en/article/what-workflow-rules-and-tasks-are-available-how-do-they-work-x9ok8b/

In the following example, we want to tell the workflow to transcribe and summarize every inbound call, so we:

Activate the 'Transcribe Call' action ( + > perform action > transcribe call):

Activate the 'Summarize Call' action ( + > perform action > summarize call):

Your workflow is valid and almost ready to fire!

Step 6. To activate your workflow, click on the 'Enable' button at the top-right side of the menu:

You can always rename your workflows by clicking on the 'New Workflow' text on the top left corner.

Pretty simple, right? From now on, all calls will be handled according to the workflow criteria you set, freeing you from manual work!

Requirements: Available to Pro, Marketing, and Agency users

Setting up workflows requires you to have an active subscription with any of our three paid plans.

Updated on: 26/02/2026

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