This article explains best practices for writing workflow descriptions when using AI smart builder.
AI Smart Builder best practices
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Use when, do this, then that description format
The simplest framework for writing workflow descriptions. -
Be specific
How writing descriptions with concise details about apps, tables, fields, and external channels supercharges your AI Smart Builder workflow automations. -
Use conditional logic: If, Else
Taking your workflows to the next level with decision-making in your descriptions. -
Common issues to avoid
AI Smart Builder best practices.
Workflow automations with Pipelines are a powerful way to streamline operations, cut down repetitive tasks, and enhance efficiency across your business. AI Smart Builder can help you automate faster using simple descriptions of your workflow in your natural language.
Crafting clear, concise, and specific descriptions of your workflow is the key to helping AI Smart Builder create your optimal workflow. The following guide details the best practices for writing effective workflow descriptions.
Use when, do this, then that description format
The core principle of any successful AI Smart Builder workflow description is describing your workflow in, logical steps:
When—Identify the specific trigger event that starts your automation. For example,
A new record is added, updated, or deleted in a Quickbase table. |
A daily report needs to be sent, or a task reminder triggered at a set time. |
External triggers - an email arrives, or a form is submitted |
Do this—Define the first action your workflow should take in response to the trigger. For example,
Send notifications - emails, text messages, or in-app messages. |
Update records - change field values within Quickbase tables. |
Create new records - add a record to a table for tracking. |
External actions - interacting with third-party apps via Pipelines channels. |
Then that—Outline any subsequent actions needed to complete the workflow.
Here's an example of a workflow description using the When, do this, then that format,
When a new record is added to the Estimates table in the Preconstruction app, send a Slack message to this channel team-preconstruction, then create a task in the Follow-up tasks table. |
Tips for success
Brainstorm
Before writing your prompt, map out the workflow as if you were explaining it to someone on your team. This will help you identify all the steps.
Be as specific as possible
Specify the table name, field name, and even the type of change. Instead of When a record is updated, use When the Status field is changed to Closed.
Think granular
Even simple actions might involve multiple steps when writing your description. If you want to Send a notification you’ll need to specify the content, the recipient, and the method used (email, Slack, and so on) to produce a effective workflow automation steps.
Be specific
Precision is key in workflow automation. Identify all of the elements of your workflow to help AI Smart Builder respond with reliable, error-free automations. You can target your workflow's actions precisely by specifying:
- Quickbase Apps
- Tables
- Fields
- Pipelines channels
Precise descriptions lower the chance for AI Smart Builder to misinterpret instructions. Specify the action, app, table, and field to prevent triggering the wrong workflow or updating the wrong information.
Specific descriptions allow you to tailor actions to exact situations. Instead of a generic notification, you could put precise record data into your emails for personalized communication.
As your automations become more sophisticated and involve multiple apps and tables, specificity is crucial to ensure everything executes in the correct order and within the intended targets.
Here's an example of a workflow description with specific details:
When a new record is added to the RFI table in the Project Management app. Do this Send an email notification to the project manager and relevant subcontractor, including the RFI details (description, location, urgency). Then that Automatically create a task in the Open Issues table, assigning it to the project manager and setting a due date based on the RFI's urgency level. |
Use conditional logic: If, else
You can include decision-making in your workflow descriptions to go beyond basic automations. If, Else statements let you branch your automation based on specific conditions:
- If—Set the condition that needs to be met for a specific set of actions to occur.
- Else—Define an alternative set of actions if the condition is not met.
Here's an example of a workflow description using the If, else conditional logic statements,
When the Status field of a record in the Change Orders table is changed to Submitted. If the Estimated Cost field is greater than $50,000, send an approval request email to the senior project manager. Else send an approval request notification to the project manager. |
Conditional logic creates workflows that respond intelligently to various conditions, much like a decision tree.
You can customize notifications, actions, and entire workflow paths based on specific data or criteria. Or, adapt workflows dynamically to evolving project conditions like permit delays, to reduce downtime and keep things on track. This ensures the right actions are taken to improve efficiency.
Common issues to avoid
- Vague triggers when something changes...
The Problem
Vague triggers make it difficult for AI Smart Builder to decide which action it should take. For example something changes could mean when any field is updated, a specific field, or a record being added or deleted.
How to fix It:
Specify the exact table in Quickbase or the external channel field where the change should occur.
Name the specific field that needs to be modified.
Indicate the type of change: a new record added, existing record updated, a record deleted, or a field changed to a certain value.
- Missing steps and incomplete logic
The Problem
Incomplete prompts lack the full sequence of actions needed for the desired result. This could lead to the automation starting but not properly completing your intended process.
How to fix It:
Think through the entire workflow from start to finish. What is the desired trigger for your automation?
Use the then that part of your description to add subsequent actions beyond the initial step.
Consider using conditional logic (if, else) to create necessary branches in the workflow if decisions need to be made.