Automation Overview
The Automation module is Expedify's powerful workflow engine for building complex automations without code. Set it up once, and it runs forever — 24/7, at any scale.
Welcome to workflow automation in Expedify! This overview introduces the core concepts you need to understand before building your first workflow.
Time to complete: 10 minutes
What is a Workflow?
A workflow is a visual automation that runs automatically when something happens. Think of it as a recipe: when an event occurs (the trigger), a series of actions execute in sequence.
EVENT HAPPENS → ACTIONS RUN → RESULT ACHIEVED
Real-world example:
New contact signs up → Send welcome email → Add to CRM → Notify sales team
Without workflows, you'd do this manually every time. With workflows, it happens automatically, 24/7.
Why Use Workflows?
| Manual Process | With Workflows |
|---|---|
| You send welcome emails | Emails send automatically |
| You update CRM records | Records update themselves |
| You check for conditions | Logic handles decisions |
| You work during business hours | Automation runs 24/7 |
| You handle one task at a time | Thousands run in parallel |
Key Benefits
- Save Time - Automate repetitive tasks
- Reduce Errors - No manual mistakes
- Scale Operations - Handle unlimited volume
- Respond Faster - Instant reactions to events
- Work Smarter - Focus on high-value work
What You Can Automate
| Use Case | Example |
|---|---|
| Lead nurturing | Auto-follow up sequences |
| Data sync | Keep systems in sync |
| Notifications | Alert team on events |
| AI assistants | Chatbots and agents |
| Reports | Scheduled data exports |
Examples by Industry
| Industry | Workflow Example |
|---|---|
| E-commerce | Order confirmation → Shipping update → Review request |
| SaaS | Trial signup → Onboarding emails → Usage check → Upgrade offer |
| Real Estate | Inquiry received → Auto-qualify → Assign agent → Schedule viewing |
| Healthcare | Appointment booked → Reminder SMS → Follow-up survey |
Perfect For
- Lead nurturing - Automated follow-up sequences
- Customer onboarding - Welcome series and setup tasks
- Notifications - Alert team when important events occur
- Data sync - Keep systems in sync automatically
- AI assistants - Chatbots and intelligent responses
- Scheduled reports - Daily/weekly automated reports
Workflow Anatomy
Every workflow has three essential parts:
1. Trigger (Starting Point)
The event that starts your workflow:
| Trigger Type | Example |
|---|---|
| Webhook | External system sends data |
| Database | Contact created or updated |
| Schedule | Every day at 9 AM |
| Message | User sends a chat message |
| Campaign | Email opened or clicked |
2. Nodes (Actions & Logic)
The steps that process data and take action:
| Node Type | Purpose | Example |
|---|---|---|
| Action | Do something | Send email, create contact |
| Logic | Make decisions | If score > 80, then... |
| Data | Transform information | Format name, calculate total |
| AI | Use intelligence | Generate response, classify |
3. Connections (Data Flow)
Lines connecting nodes that pass data between them:
[Trigger] ──data──→ [Transform] ──data──→ [Send Email]
Data flows from left to right, node to node.
Visual Representation
Here's what a simple workflow looks like:
┌─────────────────┐
│ TRIGGER │ ← Event starts the workflow
│ (Webhook) │
└────────┬────────┘
│ data flows down
▼
┌─────────────────┐
│ CONDITION │ ← Logic decides the path
│ (email valid?) │
└───┬─────────┬───┘
│ │
YES NO
│ │
▼ ▼
┌─────────┐ ┌─────────┐
│ Send │ │ Error │ ← Actions execute
│ Email │ │ Response│
└─────────┘ └─────────┘
Core Concepts
| Concept | Description |
|---|---|
| Trigger | Event that starts workflow |
| Node | Single step/action |
| Variable | Data passed between nodes |
| Execution | One run of a workflow |
Variables
Data passes between nodes using variables:
{{webhooktrigger_1.payload.email}}
This references the email from a webhook trigger's payload.
Node Aliases
Each node has a unique identifier (alias):
webhooktrigger_1, transformdata_1, emailsend_1
You use these to reference outputs from previous nodes.
Execution
When a trigger fires, the workflow executes:
- Trigger receives event
- Each node runs in sequence
- Data flows between nodes
- Final output is produced
States
Workflows have two states:
- Active - Running, listening for triggers
- Inactive - Paused, won't execute
Workflow Types
Automation Workflows
Triggered automatically by:
- Database changes (CRM updates)
- Webhooks (external systems)
- Schedules (cron-based)
- User actions (button clicks)
Chat Workflows
Conversational flows for:
- Customer support
- Lead qualification
- Information collection
- AI assistants
Key Features
- Visual Builder: Drag-and-drop workflow design
- 100+ Nodes: Actions, conditions, AI, integrations
- Multiple Triggers: Manual, schedule, webhook, database
- Real-time Execution: Live streaming of workflow runs
- Debugging Tools: Step-by-step execution replay
- AI Integration: LLM nodes, embeddings, agents
Workflows vs Traditional Code
| Aspect | Traditional Code | Expedify Workflows |
|---|---|---|
| Learning curve | Months | Hours |
| Building time | Days/weeks | Minutes/hours |
| Maintenance | Developers needed | Anyone can update |
| Visibility | Read code | Visual diagram |
| Debugging | Console logs | Visual execution replay |
| Hosting | You manage servers | We handle everything |
When to Choose Workflows
Use workflows when:
- Process is event-driven
- Steps can be visualized
- Multiple systems involved
- Business users need to modify
- Quick iteration needed
Consider code when:
- Complex algorithms required
- Real-time performance critical
- Heavy data processing
- Highly custom logic
The Workflow Builder
Expedify's visual builder makes automation accessible:
| Area | Purpose |
|---|---|
| Left Panel | Node library - drag nodes from here |
| Center Canvas | Design area - arrange and connect nodes |
| Right Panel | Configuration - set up selected node |
| Top Toolbar | Save, test, activate controls |
| Bottom Panel | Execution history and logs |
Quick Actions
| Action | How |
|---|---|
| Add node | Drag from left panel |
| Connect nodes | Drag from output to input |
| Configure node | Click node, use right panel |
| Delete node | Select + Delete key |
| Pan canvas | Space + Drag |
| Zoom | Scroll wheel |
Module Components
| Component | Description |
|---|---|
| Workflows | Visual workflow builder |
| Builder | Workflow canvas and nodes |
| Executions | Monitor running workflows |
| AI Evaluation | Test and optimize AI outputs |
| Knowledge Base | Vector storage for AI |
| Prompt Library | Reusable AI prompts |
| Agent Skills | Skills for AI agent |
| Chat Widget | Embeddable chat interface |
Quick Start
- Create workflow: Automation > Workflows > + New
- Add trigger: Defines what starts the workflow
- Add nodes: Actions, logic, AI processing
- Connect nodes: Data flows between them
- Save & activate: Start automation
Your First Workflow Preview
In the next guide, you'll build this workflow:
"Welcome Email Automation"
- Webhook receives new signup data
- Validate email exists
- Transform the data
- Send personalized welcome email
- Return success response
This covers all the essentials: triggers, logic, actions, and variables.
Key Takeaways
- Workflows automate tasks - Set it up once, runs forever
- Visual building - Drag, drop, connect nodes
- Triggers start workflows - Events kick off automation
- Nodes do the work - Actions, logic, and data processing
- Variables pass data - Information flows between nodes
Learning Path
1. Foundations
Start here if you're new to workflows:
2. Building Workflows
Deep dive into workflow construction:
- Triggers Deep Dive
- Configuring Nodes
- Working with Variables
- Conditions and Branches
- Loops and Iteration
- Data Transformation
3. Operations
Running and maintaining workflows:
4. Node Reference
All available node types:
5. AI & Knowledge
AI-powered automation:
Next Steps
Ready to build? Continue with:
- Create your first workflow - Hands-on tutorial
- Understanding Nodes - Deep dive into node types
- Understanding Variables - Master data flow
- Understand triggers - Explore what starts workflows
- Explore node types - Browse the full node library
Quick Reference
Workflow Components
TRIGGER → What starts it (webhook, schedule, database change)
NODE → What it does (send email, transform data, make decision)
CONNECTION → How data flows (lines between nodes)
VARIABLE → How to access data ({{node.field}})
Common Triggers
- Webhook (external systems)
- Database (CRM changes)
- Scheduler (time-based)
- User Message (chat)
Common Actions
- Send Email/WhatsApp/SMS
- Create/Update CRM Records
- Call AI/LLM
- Make API Requests