Workflow rules and tasks: what's available and how they work

Each workflow has two components: rules (filter criteria that control which calls qualify) and tasks (actions that run on qualifying calls).

Rules (filter criteria)

Rules narrow the set of calls a workflow acts on. All rule conditions must be met unless you configure OR logic.

AI

Free Text Question (AI): Ask Nimbata AI any call-related yes/no question. For example: "Was the caller a returning customer?"

Call Details

• 1st Time Caller (1yr): Identifies whether a caller is new or repeat within the past 365 days.
• Call Duration: Filters by call length in seconds (equal to, more than, less than, or within a range).
• Call Outcome: Filters by outcome: Answered, Not Answered, Answered or Voicemail, or Blocked.
• Call Type: Filters by routing path: Regular, Multi, Priority, or Weighted.
• Caller: Filters by caller number (equal to, begins with, ends with, contains, includes, or excludes one or more prefixes).
• Caller Name: Filters by caller name using the same string match options.
• Calling Country: Filters by one or more countries based on calling prefixes.
• Destination: Filters by destination number using string match options.
• Digits Pressed by Caller: Filters by digits the caller pressed during the call.
• Digits Pressed by Destination: Filters by digits the destination pressed during the call.
• Hangup Cause: Filters by termination reason: Capped, Hangup, Invalid Key Entry, Lose Race, No Answer, No Call Flow, Normal Clearing, Originator Cancel, Spam Filter, User Busy, or Other.
• Recording: Filters by whether a recording is present.
• Recordings (stopped): Filters by whether the recording was stopped mid-call.
• Talk Duration: Filters by active talking time in seconds.
• Time: Filters by time of day (before, after, or within a time window).
• Times Called: Filters by how many times a caller's number has called (equal to, more than, less than, or within a range).
• Tracking Number: Filters by specific tracking numbers using string match options.
• Transcriptions: Filters by whether a transcription is present.
• Voicemail: Filters by whether a voicemail is present.

Attribution*

• Call Page: Filters by the page the call originated from.
• Click ID: Filters by the click ID associated with the call.
• Device Type: Filters by device: Desktop, Mobile, Tablet, or Unknown.
• Source Type: Filters by ad source type (All Digital, Custom Parameters, Direct, Email/Newsletter, Google Ads Call Extension, Google My Business, Impression, Offline, Online Paid, Organic Search, Other, Print, Radio, Referrers (All), SMS, Social, or TV).
• UTM Campaign: Filters by campaign ID string.
• UTM Medium: Filters by UTM medium string.
• UTM Source: Filters by UTM source string.

Fields**

• Notes^: Filters by whether spoken content matches specific words, phrases, or patterns.
• Rating^: Filters by call rating (1–5 stars).
• Tag^: Filters by Call Status tags (Appointment Booked, Callback Requested, Callback Scheduled, Call Dropped / Technical Issue, Conversion, Existing Customer, No Answer, Not Interested, Qualified Lead, Sales Confirmed, Spam, or Wrong Number) or Sentiment tags (Angry, Frustrated, Happy, Mixed, or Satisfied).
• Value^: Filters by monetary value assigned to a call.

Conversation

• Word & Phrase Spotting: Filters by words or phrases spoken by the caller, the destination, or both. Define the terms and choose whether all or any must appear.

Other

• Call Flow: Connects a workflow to one or more call flows.
• Swap Group: Connects a workflow to one or more swap groups.

Tasks (actions)

Tasks define what Nimbata does when a call passes all the rules.

Transcribe Call: Converts call recordings into text. This is the foundation for all AI-powered tasks.

Update Field**

• Tags: Apply tags to the call. With Fill with AI, instruct Nimbata AI how to tag and which tags it can apply.
• Notes: Add notes to the call. With Fill with AI, instruct Nimbata AI what to capture.
• Rating: Assign a star rating. With Fill with AI, instruct Nimbata AI how to score the call.
• Value: Assign a monetary value. With Fill with AI, instruct Nimbata AI how to calculate it.

Perform an Action

• Summarize Call: Generates an AI summary of the call.
• Add to Spam Filter: Tags all qualifying calls as spam.

Integrations

Detailed Guide: How to set up custom cookie capture

Detailed Guide: How to set up custom fields

Detailed Guide: How to set up your first workflow

Detailed Guide: Workflow order and firing logic

Updated on: 14/04/2026