The AI Assistant can create a workflow from your instructions. Tell it what should start the workflow, how long to wait, and what to do next. The workflow starts turned off, so you can check it and make changes before turning it on.
In this example, you’ll create a workflow that waits one day after someone submits a lead form, then creates a task for your front desk to call them. New to these tools? Start with How to Use the AI Assistant and How to Create a Workflow.
Open the AI Assistant
The Assistant is available from any page in Prospyr.
Click the AI Assistant icon (the round blue-green button) in the top header.
The Assistant panel opens with a few suggested prompts and an Ask anything… field.
If you don't see the icon, contact our Support team and we'll check your workspace's access.
Describe the workflow you want
A clear request gets you a draft that's close to finished. Include these details in one message:
A name your team will recognize.
What starts it, such as a lead form being submitted.
Any wait, such as 1 day.
What should happen, such as creating a task for the front desk to call the lead.
Click the Ask anything… field and type your request. For example: Create a workflow called "New lead call task (demo)". When a lead form is submitted, wait 1 day, then create a task for the front desk to call the lead.
Press Enter or click the arrow to send it.
Wait a few seconds for the reply. The Assistant sums up what it built, confirms the workflow was created turned off, and shows an Open the workflow button.
Open and review the draft
Always check the draft before you turn it on. The workflow editor shows each step as a box, from top to bottom, in the order they happen.
In the Assistant's reply, click Open the workflow. The workflow opens in the editor, with Disabled shown next to its name.
Close the Assistant panel to see the whole workflow.
Click each step to check its details:
Trigger: What starts the workflow. For a lead form trigger, leave Lead Forms empty to start on any lead form, or choose specific forms.
Delay: How long the workflow waits before the next step.
Create Task: The task's description and when it's due.
Close each step's panel when you're done.
Make changes and save
You can adjust anything the Assistant set up. In this example, the wait changes from 1 day to 2 hours.
Click the step you want to change, such as Delay.
Make your change. For a delay, pick a time under Quick pick or enter a Custom wait time.
Click Save in the panel, then close it. Unsaved changes appears next to the workflow name.
Click Save Workflow. A Workflow updated successfully! message confirms your changes are saved.
Saving doesn't turn the workflow on. It stays Disabled until you turn it on.
Turn the workflow on when it's ready
A workflow only runs while it's turned on. Turn it on after you've reviewed every step and you're sure it should run for real leads and patients.
In the editor: Use the toggle next to Disabled, at the top of the page.
In the Workflows list: Use the toggle in the workflow's Status column. Click the back arrow next to the workflow name to get to the list.
To stop a workflow later, turn the same toggle off.
Find your workflow later
All workflows, including ones the Assistant created, are listed on the Workflows page.
Scroll to the bottom of the left menu and click Settings.
Click Data, then Workflows.
Type part of the name in Search by name... to find it quickly. Click the name to open it.
Good to know
Drafts start turned off. Nothing runs until someone turns the workflow on.
One trigger, steps in order. The Assistant can build a workflow with one trigger and a series of steps: send a text message, send a plain-text email, wait, add an activity note, create a task, or add a coupon.
Conditions are added in the editor. The Assistant doesn't add yes/no branches or conditions. Add them yourself in the editor. See How to Create Workflows for building workflows step by step.
Coupons need their exact name. To add a coupon, use the exact name of an active coupon. If you leave the coupon out, the Assistant asks which one to use.
New workflows only. The Assistant can't change or re-run a workflow that already exists. Open it from the Workflows page and edit it there.
Practice safely. Adding "(demo)" to a practice workflow's name makes it easy to spot. To remove a workflow you no longer need, click ... in its row on the Workflows page and choose Delete. Deleting can't be undone.
Check messages before turning them on. If your workflow sends texts or emails, read every message carefully. Once the workflow is on, they go to real patients and leads.