> For the complete documentation index, see [llms.txt](https://docs.wawf.app/wa-workflow/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.wawf.app/wa-workflow/features/images-and-media.md).

# How to Use the Workflow Feature

***

## **Workflow Feature Knowledge Base**

The **Workflow** feature is a type of **keyword chatbot** that automates responses and actions based on user-defined keywords and conditions. It is an essential tool for any type of business—**restaurants**, **support teams**, **product selling**, and more. By leveraging workflows, you can **automate tasks**, **save time**, and enhance customer engagement.

***

### **1. What is the Workflow Feature?**

* **Workflow** is a **keyword chatbot** that triggers automated actions or messages when specific keywords are detected in conversations.
* It is ideal for:
  * **Restaurants**: Automate order updates, booking confirmations, and customer inquiries.
  * **Support Teams**: Provide quick responses to frequently asked questions.
  * **Product Selling**: Automate product information, order status, and promotions.
* **Why Use Workflow?**
  * Saves time by automating repetitive tasks.
  * Enhances efficiency in customer interaction.
  * Improves response time and customer satisfaction.

***

### **2. Accessing the Workflow Feature**

1. Navigate to the **Workflow Settings** section in your platform.
2. Click on **"Add Workflow"** to create and configure a new workflow.

***

### **3. Creating a New Workflow**

#### **Workflow Name**

* Enter a clear and descriptive name for the workflow, e.g., **“Welcome Workflow”** or **“Order Automation.”**

***

#### **Execution of Workflow**

* Choose how the workflow will operate:
  * **One to One**: For individual chats.
  * **Groups**: For group conversations.
* Select:
  * **Execute for Every New Chat**: Trigger the workflow every time a chat starts.
  * **Execute for Selected Keywords**: Activate the workflow when certain keywords are detected.

***

#### **Workflow Status**

* **On**: Activates the workflow for immediate use.
* **Off**: Saves the workflow but keeps it inactive.

***

#### **Add Keywords**

* **Add Keywords**: Specify keywords that will trigger the workflow.
* **Execute for Specific Words**: Define words that must appear in a message for the workflow to activate.

**Options**:

* **Case Sensitive**: Match keywords with exact case.
* **Reply on Specific Day**: Execute the workflow only on designated days.
* **Workflow Execution Count**: Limit how many times the workflow can activate for one-to-one chats.

***

### **4. Automating Messages**

#### **Send Message**

* Enable **Send Message** to set up automated replies.

**Message Configuration**

1. Click **“Add Message”** to create a new message template.
2. **Template Type**: Select “Message” for a simple text response.
3. **Message Content**:
   * Write the response text.
   * Use **variables** (e.g., name, phone number) for personalized replies.
4. **Sending Delay**:
   * **Minimum Seconds**: Set the minimum wait time before sending the message.
   * **Maximum Seconds**: Set the maximum wait time.

***

### **5. Additional Workflow Actions**

#### **Custom Tab Actions**

* Add or remove contacts from custom chat tabs:
  * **Add Contact**: Add users to a specific custom tab.
  * **Remove Contact**: Remove users if they are already part of a tab.

***

#### **Group Actions**

> Note: Admin permissions are required for group actions.

* **Add into Groups**: Automatically add users to designated groups.
* **Remove from Groups**: Remove users from specific groups.

***

#### **Labels Actions**

* **Add into Label**: Categorize users by adding them to specific labels.
* **Remove from Label**: Remove users from labels.

***

#### **Other Actions**

* **Archive Chat**: Automatically archive conversations.
* **Block Chat**: Block unwanted or inappropriate chats.

***

### **6. Save and Deploy Workflow**

* Click **“Save”** to activate the workflow.
* Click **“Cancel”** to discard any changes.

***

### **7. Why Workflows are a Game-Changer for Your Business**

* Workflows act as **chatbots** that provide automated solutions for businesses:
  * **Restaurants**: Send menus, booking confirmations, and promotions automatically.
  * **Support Teams**: Handle FAQs, ticket creation, and status updates.
  * **Product Sellers**: Share product details, order tracking updates, and offers instantly.
* **Key Benefits**:
  * Automates repetitive processes.
  * Saves significant time for your team.
  * Improves customer satisfaction with instant responses.
  * Streamlines operations, making your business more efficient.

***

### **8. Best Practices for Workflows**

1. **Use Clear Keywords**: Choose specific and relevant keywords for triggers.
2. **Set Message Delays**: Ensure messages appear natural and human-like.
3. **Personalize Responses**: Use dynamic variables for customer names and details.
4. **Test Before Going Live**: Run tests to verify the workflow’s performance.

***

The **Workflow Feature** is a powerful tool to **automate conversations, manage customer interactions, and save time**, making it one of the **best features for any type of business**.

For further assistance, refer to support or the advanced workflow documentation.

***

{% embed url="<https://youtu.be/Sg8LKzBDfbo?si=ZlJIjKkTUnFObvcr>" %}