Understanding Workflows
What are rules and tasks in Workflows?
|| This article covers Workflow Rules & Tasks. For Call Flow Actions, see: Call flow actions explained. 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 ORFew readersHow do triggers, filters, and actions work in Workflows?
Workflows automate what happens to your call, form, and SMS data after it is collected. Where a call flow controls the live experience of a call, a workflow decides what happens to the data that call generates, whether that means updating a field, sending a conversion to Google Ads, or triggering an AI analysis. Creating a workflow Workflows can be created in two ways: From Scratch: Build the workflow manually by choosing a trigger, adding filters, and defining actions. **From TeFew readers
Workflow Setup & Rules
Examples of complex workflows
The workflow builder supports more than simple one-trigger, one-action rules. By combining conditional logic, split paths, and multi-step sequences, you can build workflows that mirror the full complexity of how your business qualifies and acts on leads. This article shows how the advanced builder features work and provides real examples of what you can build with them. Advanced builder features AND/OR logic in filters By default, every rule you add to a filter block uses AND logicFew readersHow to copy a workflow into another project
If you have a workflow set up in one project and want to reuse the same logic in another, you can copy it rather than rebuilding from scratch. | Before you start: You need access to both the source project and the destination project. Step 1. Open the workflow you want to copy Go to Workflows. Find the workflow you want to copy. Click the three-dot menu on that workflow row. Step 2. Select the copy option Click Copy to project from thFew readersWorkflow order and firing logic
Understanding when and how workflows fire helps you predict exactly which calls will be processed, in which order, and what happens when multiple workflows apply to the same call. When a workflow fires A workflow fires when a call, form submission, or SMS event matches its trigger and passes all its filters. Nimbata evaluates workflows at the moment the trigger event occurs E.g. At call end for a Call ends trigger, or at the moment a form is submitted for a **Form submiFew readersHow to re-run a workflow or part of it
Workflows run automatically when a trigger event occurs. They do not re-run automatically on past calls. If you need to apply a workflow action to a call that has already happened, you can trigger the relevant action directly from the call record. E.g. To send a missed conversion or manually push a tag. Re-run an action on a single past call The most reliable way to re-run a workflow action on a past call is to use the User updates property trigger pattern. Update a field on the callFew readersWhat are workflows?
|| Workflows require an active Pro, Marketing, or Agency subscription. A workflow is an automated rule that runs in the background whenever a specific event occurs in Nimbata: E.g. A call ending, a form being submitted, an SMS arriving, or a field being updated manually. You define what triggers it, which calls it applies to, and what it should do. Workflows handle repetitive data tasks so you don't have to: E.g. Sending a conversion to Google Ads, transcribing a call, alerting your teamFew readersResolve 'Workflow in use' issue when trying to delete a workflow
If you try to delete a workflow and see a Workflow in use message, the workflow is referenced somewhere else in your account; most commonly by a tracking number or a call flow. Nimbata prevents deletion to avoid breaking that dependency. | If you want to stop the workflow from running but aren't ready to remove its references, disable it instead. Toggle it off from the Workflows list. It will remain in your list but will not fire. Step 1. Find what is using the workflow Go to [WorkfFew readersHow to set up your first workflow
A short guide on workflows, what they are and how you can activate and use them.Some readers
Call Scoring & Lead Qualification
How to score and tag calls with post-call surveys
What are and how to use call surveys in Nimbata.Some readersHow to change call tag colors for lead classification
Colored tags let you assess call quality at a glance. E.g. You could use green for high-quality leads, yellow for medium, and red for low. Brighter shades can indicate higher priority; lighter shades can indicate lower priority. To edit an existing tag Step 1. Go to Tags Go to Data Tools > Tags. Step 2. Open the tag you want to edit Under Call Status, click the tag you want to change. . You can also add filters to make alerts fire only under the conditions that matter to you; by source, time of day, caller type, and more. Step 1. Go to Workflows and click Create Go to Workflows. Click Create in the top-right corner. Step 2. Select From Template In the CFew readersTemplate: how to create an SMS Email Alert workflow
An SMS Email Alert workflow sends real-time notifications when specific call or SMS events happen. Use it to alert yourself, your team, or your clients instantly without logging into Nimbata or running reports. Step 1. Go to Workflows and click Create Go to Workflows. Click Create in the top-right corner. Step 2. Select From Template In the Create a New Workflow menu, select From Template. Step 3. Choose the SMS Email Alert temFew readers
AI Call Analysis
Post-call actions: what happens after a call ends
|| Post-call actions are not enabled by default. They require a workflow with both Call Recordings and Call Transcriptions enabled, and a Marketing or Agency plan. See: How to enable a call recording and AI call transcriptions: how to activate transcriptions and summaries. Post-call actions are automatedFew readersHow transcriptions work when multiple languages are spoken on a call
Nimbata's transcription engine processes the audio of a call and converts it to text. When a single call contains more than one language, there are a few things worth understanding about how that is handled. Language detection Nimbata's transcription service uses automatic language detection. At the start of processing, the engine analyses the audio and identifies the primary language spoken on the call. That language is used as the basis for the entire transcription. What happensFew readersAI call transcriptions: how to activate transcriptions and summaries
What are call transcriptions and how to use them.Some readersHow to set up keyword and phrase spotting
Word and phrase spotting in Nimbata, its benefits and how to set it upSome readersHow to set up Nimbata AI for automatic call analysis
|| This guide covers the full manual setup. For the quick 3-step template, see: Template: how to create an AI Call Analysis workflow. ||| Available on Marketing and Agency plans only. Nimbata AI analyses every call automatically after it ends; transcribing, tagging, rating, summarizing, and assigning value without you listening to a single recording. This guide walks through each AI feature andFew readersTemplate: how to create an AI Call Analysis workflow
An AI Call Analysis workflow lets Nimbata automatically analyze every call after it ends. You get instant, structured insights, such as summaries, notes, tags, ratings, and call value, without listening to recordings or reading full transcripts. Step 1. Go to Workflows and click Create Go to Workflows. Click Create in the top-right corner. Step 2. Select From Template In the Create a New Workflow menu, select From Template. SteFew readersCall summaries vs. call transcripts: what's the difference
When you enable call transcriptions in Nimbata, each processed call has two ways to review what was said: a transcript and a summary. They serve different purposes. Call transcripts are the full text of the conversation, word for word. Call summaries are shorter overviews derived from the transcript. Both let you understand calls without replaying the audio. ||| Both transcripts and summaries are generated only after you enable the call transcriptions feature. They areFew readers
Conversion Workflows
Template: how to create a Google Ads Call Conversion workflow
The Google Ads Call Conversion workflow sends call conversions from Nimbata directly to Google Ads as offline conversions. It shows you which campaigns, ad groups, and keywords drive qualified calls, and gives Smart Bidding the data it needs to optimize toward better leads. || To send multiple conversion types to Google Ads (e.g. qualified lead, booked appointment, sale), you do not need multiple workflows. Configure multiple conversions within the same Google Ads integration using different tFew readersTemplate: how to create a Google Ads Form Conversion workflow
The Google Ads Form Conversion workflow sends tracked form submissions from Nimbata to Google Ads as conversion actions. This ensures your campaigns measure form leads so you can optimize bids and budget based on what's generating conversions. Step 1. Go to Workflows and click Create Go to Workflows. Click Create in the top-right corner. Step 2. Select From Template In the Create a New Workflow menu, select From Template. StepFew readersTemplate: how to create a Google Analytics Call Event workflow
The Google Analytics 4 (GA4) Call Event workflow sends Nimbata calls to Google Analytics as events, so phone leads appear alongside your website and campaign data. When session-based tracking is available, calls can be associated with the originating session, helping you understand what's driving conversions. ||| Make sure your GA4 integration is already connected in Nimbata before enabling this workflow. Step 1. Go to Workflows and click Create Go to [Workflows](https://app.nimbata.coFew readersTemplate: how to create a Facebook Call Event workflow
|| This guide covers the templated workflow setup. For the full Facebook integration guide, see: Facebook integration: how to set it up in Nimbata. The Facebook Call Event workflow sends Nimbata call conversions to Meta Events Manager. You can see which Facebook campaigns actually drive calls, and optimize based on real outcomes. Step 1. Go to Workflows and click Create Go to [Workflows](htFew readersGoogle Ads call conversions: how to manually tag and send calls
|| Before you start, make sure your Google Ads integration is connected under Integrations > Google Ads, and that you have at least one Conversion Action mapped in Nimbata. Need help? See: Google Ads integration: how to set it up in Nimbata. Nimbata usually handles conversions automatically, but sometimes you need more control. This guide shows you how to build a workflow that only sends a converFew readersMultiple conversions setup: Google Ads, Meta Ads, and Microsoft Ads
Multiple conversions for Google Ads, Facebook and Meta ads and how to set them upSome readers