Every workflow begins with a Start action. The Start action defines how a workflow begins and what information is available when the workflow run starts.
A workflow can start in one of two ways:
- User-initiated, when an employee requests something through the AI assistant.
- Event-based, when an external system automatically starts the workflow.
Choosing the right trigger depends on who or what should start the business process.
How workflow triggers work
After you publish a workflow, it waits for its configured trigger.
When the trigger occurs, the workflow creates a new workflow run and begins executing its actions.
Each time the trigger occurs, a new workflow run is created.
User-initiated workflows
A user-initiated workflow starts when an employee asks the AI assistant to complete a task.
For example, an employee might ask to:
- Request vacation
- Update personal information
- Replace a laptop
- Submit a job request
The AI assistant determines whether the request matches an available workflow. If it does, the assistant starts a new workflow run and guides the employee through the process.
Use a user-initiated workflow when employees actively request a service or complete a business process.
Event-based workflows
An event-based workflow starts automatically when an external system sends a business event.
Common examples include:
- A new employee is hired
- An employee changes department
- A contract reaches its end date
- A business system publishes an approval event
Employees don't need to start these workflows themselves. The workflow begins as soon as the configured event is received.
Use an event-based workflow when another system or business process determines when work should begin.
Choosing the right trigger
Use this guide when deciding how a workflow should start.
| If... | Use... |
| An employee asks the AI assistant to perform a task. | User-initiated |
| Another business system knows when the process should begin. | Event-based |
| The workflow needs information collected from the employee. | User-initiated |
| The workflow should begin automatically after a business event. | Event-based |
What information is available when a workflow starts
The Start action creates the workflow inputs that later actions use.
Depending on the trigger type, workflow inputs can include:
- Information collected from the employee
- Employee profile information
- Values supplied by an external event
- Data passed into the workflow by another system
Later workflow actions can use these inputs to make decisions, call integrations, or personalize conversations.