Workflows FAQ¶

General¶

What are Workflows?¶

Workflows is a visual no-code automation feature within 4Geeks AI Agents that lets you build workflows to connect your tools and automate tasks. Create multi-step processes with triggers, actions, and data mapping — no coding required.

Do I need coding skills to use Workflows?¶

No. Workflows is designed for non-technical users. The visual builder lets you configure triggers, add actions, and map data using a point-and-click interface.

What tools can I connect?¶

Workflows supports integrations with:

Data: Google Sheets, Microsoft Excel
CRM: HubSpot, Close CRM
Communication: Gmail, Microsoft Teams
Calendar: Google Calendar
Voice: VAPI (AI phone calls)
Health: Huli Health

New integrations are added regularly.

Triggers¶

What trigger types are available?¶

Manual — Run on demand from the dashboard
Scheduled — Run on a recurring schedule (cron expressions)
Webhook — Triggered by HTTP POST requests from external systems

How do cron expressions work?¶

Cron expressions use 5 fields: minute, hour, day of month, month, day of week. For example:

0 9 * * 1-5 = Weekdays at 9 AM
0 0 * * * = Daily at midnight
*/15 * * * * = Every 15 minutes

Can I test a scheduled workflow?¶

Yes. Click Run Now to execute a scheduled workflow manually without waiting for the next scheduled time.

How do webhooks work?¶

When you create a webhook trigger, a unique URL is generated. Send HTTP POST requests to this URL with JSON data to trigger the workflow. The payload data is available to subsequent steps.

Actions¶

What actions are available?¶

See the Actions page for a complete list of available actions across all categories.

How do I connect my accounts?¶

When configuring an action, click Connect Account and authorize 4Geeks to access your service. Connections are managed in Settings → Connectors.

Can I use the same connection in multiple workflows?¶

Yes. Once connected, a connection can be used across all your workflows.

Data Mapping¶

How do I pass data between steps?¶

Use the expression syntax: {{Step N.field}} where N is the step number and field is the output field name.

Can I map data from the trigger?¶

Yes. Use {{Trigger.field}} to access trigger context data (webhook payload, scheduled time, etc.).

What if a field doesn’t exist?¶

Missing fields resolve to empty values. Use conditions to handle cases where expected data is absent.

Execution¶

How do I view execution logs?¶

Open a workflow and click the Execution Logs tab. Each run shows start time, duration, status, and step-by-step results.

What happens if a step fails?¶

The workflow stops at the failed step. The execution log shows the error details. You can retry the workflow or fix the configuration and run again.

Can I retry a failed workflow?¶

Yes. Click Retry on a failed execution to re-run the workflow from the beginning.

Troubleshooting¶

My workflow isn’t triggering. What should I check?¶

For scheduled triggers: - Verify the cron expression is valid - Check that the workflow is activated - Review the timezone setting

For webhook triggers: - Confirm you’re using the correct webhook URL - Verify the request method is POST - Check that the payload is valid JSON

A step is failing with an authentication error. What do I do?¶

Go to Settings → Connectors
Find the failing connection
Click Reconnect and re-authorize

Data isn’t mapping correctly. How do I fix it?¶

Check the step number in your expression ({{Step N.field}})
Verify the field name matches the action output exactly
Use the execution log to see actual output values
Ensure the source step ran successfully

Need More Help?¶

Join our Discord community
Contact enterprise support

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