Skip to main content

Workflows

Overview​

The Flows page is the central dashboard and command center within the Workflow module of the Exo-Chatbot platform. It serves as the primary interface for managing all the individual conversational paths, or "flows," that make up your chatbot's intelligence. A flow can be anything from a simple, single-answer FAQ to a complex, multi-step user journey.

From this page, you can create new flows, edit existing ones, organize them into categories, and get a high-level view of their status. The page is designed to give you a complete picture of your bot's conversational architecture and provide all the tools needed for its management.

The page features a main table listing all your flows and is surrounded by a suite of powerful tools accessible via buttons and tabs, including the Flow Builder, Database management, API integration, and more.

How to Use Workflow​

This guide explains the functionalities available on the Flows page, which acts as the starting point for most bot-building activities.

Navigating to the Flows Page​

  1. Log in to the Exo-Chatbot console.
  2. On the main navigation menu on the left, click on Workflow. You will land on the Flows tab by default.

The Flow Manager Dashboard​

The main part of the page is the Flow Manager, which contains the list of all your flows and the tools to manage them.

The Flows Table provides an at-a-glance summary of every flow in your bot:

ColumnDescription
NameThe unique name of the flow, which is often used to trigger it
CategoryThe category the flow belongs to (e.g., "FAQ," "Service Request")
Last Edited OnThe date and time the flow was last modified
Flow TypeSpecifies how the flow was created (e.g., "Flow," "FAQ")
StatusA critical indicator of the flow's health
ActionsA menu (...) with options to Edit, Delete, or Duplicate the flow

The Status column can show:

  • Ready to Go -- The flow is complete and operational.
  • Needs Attention -- The flow is incomplete or has an error that needs to be fixed.

Core Actions and Buttons​

  • Create Flow -- The primary button that launches the Flow Builder, where you can design a new conversational journey from scratch.
  • Configure Messages -- Allows you to set the global default messages for the bot, including the initial Welcome Message and the Failure Message (shown when the bot does not understand a query).
  • Filter and Search -- Use the Filter dropdown to sort flows by Status or Category, and use the Search bar to find a specific flow by name.
  • Import / Export -- These buttons allow you to export your bot's flows for backup or migration, and import them into another bot.
  • Delete Flow -- Allows you to delete one or more selected flows in bulk.

The tabs at the top of the page provide direct access to other critical parts of the Workflow module:

  • Database -- Create and manage tables for storing user data.
  • APIs -- Integrate with external systems.
  • Functions -- Write custom Python code.
  • GenAI / Self Learning / Bot Testing -- Advanced AI capabilities and quality assurance.

The Main Navigation Panel​

The panel on the left side of the screen is your primary navigation hub for the entire platform:

  • Workflow -- Contains all the tools for building your bot's conversational logic.
  • Integrations -- Manage and configure connections to various channels like Web, WhatsApp, and Facebook.
  • Campaign -- Create and manage outbound messaging campaigns.
  • Analytics -- Access detailed reports and dashboards on your bot's performance and user interactions.
  • Users -- Manage user accounts, roles, and permissions for the console.
  • Settings -- Configure global settings for your bot, including its name, security options, and enabling major features.
  • Message History -- View and search detailed conversation logs.
  • Document -- Access API documentation and support guides.
  • Collapse -- Minimize the navigation panel to expand your workspace.

Common Use Cases​

  • Finding and Fixing Broken Flows -- Use the Filter to show only flows with the status "Needs Attention." Click the Edit button on each one to go into the Flow Builder and resolve the errors.
  • Organizing a New Bot -- Create different categories like "Sales Queries" and "Support Issues," then assign each new flow to the appropriate category to keep the list organized.
  • Creating a New Lead Generation Flow -- Click + Create Flow, which takes you to the Flow Builder to design a conversation that asks for the user's name, email, and phone number.
  • Updating the Welcome Message -- Click Configure Messages and edit the text in the Welcome Message section.

Best Practices​

tip
  • Use Clear Naming Conventions -- Give your flows descriptive names (e.g., check_order_status instead of flow_123) so you can easily identify them in the list.
  • Categorize Everything -- As your bot grows, having dozens or hundreds of uncategorized flows becomes unmanageable. Use categories from the beginning.
  • Regularly Monitor Flow Status -- Periodically check the Flows page for any flows that "Need Attention" and fix them promptly to ensure a good user experience.
  • Use the "Duplicate" Action for Templates -- If you need to create several similar flows, build one complete flow and then use the Duplicate action to create copies that you can modify slightly.

Common Mistakes​

Avoid these pitfalls
  • Ignoring "Needs Attention" Status -- Letting flows with errors remain broken leads to dead ends and user frustration.
  • Not Using Categories -- Having a single, long, uncategorized list of flows makes it very difficult to find and manage specific conversations as the bot scales.
  • Poor Naming -- Using vague or temporary names for flows makes it hard for you or your teammates to understand what each flow does later on.
  • Forgetting to Set a Welcome Message -- Not using the Configure Messages button results in a generic or missing greeting for users.