Workflows in Circleback are a powerful and flexible tool which can be used to automatically identify and take action on specific details that come up in your meetings.

In this guide, we'll walk through creating a workflow to automatically identify customer details that come up in meetings and update a CRM with the the identified details. The same concepts can be used to identify other details that come up in your meetings.

1. Create a workflow

To get started, let's create a workflow by going to the Workflows page and selecting Create a workflow.

2. Choose when the workflow runs

Once we've given the workflow a name at the top, we can select which meetings we want this workflow to run for. By default, the workflow will run after every meeting. In this example, we'll select two tags to only have the workflow run for meetings with either tag.

When a workflow is associated with tags, it will only run when that tag is added to a meeting. Tags can be added to a meeting manually or by enabling automatic tagging in Settings → Account.

3. Define an insight

Let's select Next and choose Capture a specific insight with AI from the menu.

Here, we can provide context on the customer details we want identified in the meeting. Keep in mind, the more detail you provide here, the more accurate the results from this insight will be.

Since we only want one instance of this insight identified per meeting, let's select One under Number of insights.

By default, the insight identified will be a text output that follows the template or formatting instructions provided in the description field.

Optionally, you can give the identified more structure by using custom fields. In this example, let's add a custom field with the appropriate type for each of the three details we want identified.

Everything looks good here, let's select Done.

4. Send identified insights to other applications (optional)

With the insight definition complete, we can optionally add more insight steps to identify other details in these meetings or even automatically generate follow-up emails. We can also add another step to update other applications with outcomes from these meetings.

Let's add a step to update Salesforce opportunities with the customer details that are identified. Select Update Salesforce in the menu and connect your Salesforce account if you haven't already. Then, select Opportunities under What to update and toggle on Customer details under What to include. You can select other meeting outcomes here as well, if you'd like.

We're all done with this step, select Done.

5. Save the workflow

Select Create in the top-right to save the workflow.

We're all set! This workflow will now automatically run each time one of our selected tags is added to a meeting. You can also run this workflow manually on past meetings by going to a meeting and selecting the … → Workflows in the top-right corner.

Insights for each meeting will appear in the Insights tab of a meeting. You can also view all results of the insight in a table by going to the Insights page and opening the insight.

6. Share the workflow with your team (optional)

If you're on the team plan, you can share this workflow to unify automations across your team. To share a workflow, you can either right-click it on the Workflows page and select Share or open the workflow and select … → Share in the top-right corner.

Once shared, other members on your team can log in to Circleback, go to the Workflows page, and enable the workflow to have it automatically run for their meetings.

Insights from a meeting are not shared by default and only accessible to those that have access to the meeting on Circleback.