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Workflow Orchestration

Learn how to build powerful automated workflows that connect your apps, process documents, and execute business logic without code.

What is Workflow Orchestration?​

FlowLogik's workflow orchestration engine allows you to create multi-step automated processes that:

  • Trigger on events (file upload, email, webhook, schedule)
  • Process documents with AI to extract data
  • Transform data using conditions, filters, and mappings
  • Route to different paths based on business rules
  • Integrate with 100+ apps and services
  • Execute actions across multiple systems

Workflow Components​

Triggers​

Start your workflow automatically:

  • File Upload - When a document is uploaded
  • Email - When an email arrives at your FlowLogik address
  • Webhook - HTTP POST from external systems
  • Schedule - Time-based (daily, weekly, monthly)
  • API - Programmatic workflow execution
  • Form Submission - When a web form is submitted

Actions​

Execute operations in your workflow:

  • Extract Data - Use AI to extract information from documents
  • Validate - Check data against business rules
  • Transform - Map, filter, or modify data
  • Conditional Logic - Branch workflow based on conditions
  • API Call - Call external APIs
  • Send Email - Notify stakeholders
  • Create Record - Add records to databases or systems
  • Update Record - Modify existing records

Integrations​

Connect to your apps:

  • Accounting (QuickBooks, Xero, Zoho Books)
  • CRM (Salesforce, HubSpot, Pipedrive)
  • Storage (Google Drive, Dropbox, OneDrive)
  • Communication (Slack, Teams, Gmail)
  • Spreadsheets (Google Sheets, Excel)
  • Databases (PostgreSQL, MySQL, MongoDB)
  • And 100+ more...

Creating Your First Workflow​

Let's walk through creating simple workflows step by step.

Example 1: Invoice Processing Workflow​

Goal: Automatically extract data from invoices and save to Google Sheets

Steps:

  1. Create New Workflow

    • Go to Dashboard → Workflows → New Workflow
    • Name it "Invoice to Sheets"
    • Choose "Start from Scratch"

  2. Add Email Trigger

    • Select "Email Trigger"
    • Note your unique FlowLogik email address
    • Example: invoices-abc123@flowlogik.com

  3. Add Document Extraction Step

    • Click "+" to add step
    • Choose "Extract Document Data"
    • Select document type: "Invoice"
    • Fields to extract:
      • Vendor Name
      • Invoice Number
      • Invoice Date
      • Total Amount
      • Line Items

  4. Add Validation Step

    • Click "+" to add step
    • Choose "Validate Data"
    • Add rules:
      • Total Amount > 0
      • Invoice Date is valid date
      • Vendor Name is not empty

  5. Add Google Sheets Integration

    • Click "+" to add step
    • Choose "Google Sheets"
    • Action: "Add Row"
    • Connect your Google account
    • Select spreadsheet and worksheet
    • Map fields:
      • Column A: Vendor Name
      • Column B: Invoice Number
      • Column C: Invoice Date
      • Column D: Total Amount

  6. Test the Workflow

    • Upload a sample invoice
    • Watch it process through each step
    • Check your Google Sheet for the new row

  7. Activate

    • Click "Activate Workflow"
    • Now forward invoices to your FlowLogik email
    • They'll automatically be added to your sheet!

Example 2: Resume Screening Workflow​

Goal: Screen resumes and send qualified candidates to hiring manager

Steps:

  1. Create New Workflow

    • Name: "Resume Screening"
    • Template: "Resume Parser"

  2. Add Upload Trigger

    • Trigger: "File Upload"
    • Accepted formats: PDF, DOCX
    • Auto-start on upload

  3. Extract Resume Data

    • Step: "Extract Document Data"
    • Document type: "Resume"
    • Extract:
      • Name
      • Email
      • Phone
      • Years of Experience
      • Skills
      • Education
      • Work History

  4. Score Candidate

    • Step: "Score Data"
    • Scoring criteria:
      • Years of Experience >= 3 years: +25 points
      • Has required skill (e.g., "Python"): +25 points
      • Bachelor's degree or higher: +25 points
      • Located in target cities: +25 points
    • Total score out of 100

  5. Add Conditional Branch

    • Step: "If/Else Condition"
    • Condition: Score >= 70
    • If True:
      • Send email to hiring manager
      • Create candidate in ATS
      • Add to Google Sheets
    • If False:
      • Send rejection email
      • Archive resume

  6. Test & Deploy

    • Upload sample resumes
    • Verify scoring is accurate
    • Check emails are sent correctly
    • Activate workflow

Example 3: Receipt to Expense Report​

Goal: Convert receipt photos to expense entries automatically

Steps:

  1. Create Workflow

    • Name: "Receipt to Expenses"
    • Trigger: "Email with attachments"

  2. Extract Receipt Data

    • Step: "Extract Document Data"
    • Type: "Receipt"
    • Extract:
      • Merchant Name
      • Date
      • Total Amount
      • Tax Amount
      • Category (auto-detect)
      • Payment Method

  3. Categorize Expense

    • Step: "Auto-Categorize"
    • Rules:
      • Uber/Lyft → Transportation
      • Restaurants → Meals & Entertainment
      • Office supply stores → Office Supplies
      • Hotels → Lodging

  4. Check Policy

    • Step: "Validate Against Policy"
    • Rules:
      • Meals limit: $75 per meal
      • Daily limit: $200
      • Requires receipt if > $25
    • Flag violations for review

  5. Route for Approval

    • Step: "If/Else"
    • If amount > $100 or policy violation:
      • Send to manager for approval
    • Else:
      • Auto-approve

  6. Create Expense Record

    • Step: "Create Record"
    • System: "Accounting Software"
    • Create expense entry with all details

  7. Notify Employee

    • Send confirmation email
    • Include expense ID and status

Example 4: Contract Approval Workflow​

Goal: Route contracts for review and signature

Steps:

  1. Create Workflow

    • Name: "Contract Approval"
    • Trigger: "Form Submission"

  2. Extract Contract Terms

    • Step: "Extract Document Data"
    • Type: "Contract"
    • Extract:
      • Contract Type
      • Parties Involved
      • Contract Value
      • Start Date
      • End Date
      • Key Terms

  3. Determine Approval Path

    • Step: "Conditional Logic"
    • Route based on contract value:
      • Under $10K → Manager approval only
      • $10K-$50K → Manager + Director
      • Over $50K → Manager + Director + Legal

  4. Sequential Approvals

    • Step: "Approval Workflow"
    • Send to approvers in sequence
    • Each can approve, reject, or request changes
    • Track approval status

  5. Legal Review (if needed)

    • Step: "If contract value > $50K"
    • Send to legal@company.com
    • Allow 48 hours for review
    • Escalate if no response

  6. Send for Signature

    • Step: "DocuSign Integration"
    • Add all parties
    • Set signing order
    • Send contract for e-signature

  7. File Contract

    • When fully signed:
    • Save to Google Drive/SharePoint
    • Create record in CRM
    • Set renewal reminder
    • Notify stakeholders

Advanced Workflow Features​

Loops & Iterations​

Process multiple items:

For each line item in invoice:
  - Validate item
  - Check inventory
  - Create PO if needed
  - Update accounting

Error Handling​

Handle failures gracefully:

  • Retry Logic - Auto-retry failed steps
  • Fallback Actions - Execute backup plan on failure
  • Error Notifications - Alert admins of issues
  • Manual Review - Route to human if AI uncertain

Parallel Execution​

Run steps simultaneously:

  • Extract data from document
  • While extracting, also:
    • Check vendor database
    • Lookup pricing
    • Verify account status
  • Combine results and continue

Data Transformation​

Manipulate data in workflows:

  • Format dates - Convert "01/15/2025" to "2025-01-15"
  • Calculate values - Subtotal + Tax = Total
  • Split/combine text - Split full name into first/last
  • Lookups - Replace vendor ID with vendor name
  • Filters - Remove items that don't meet criteria

Webhooks & APIs​

Integrate with any system:

  • Outgoing webhooks - Notify external systems
  • REST API calls - GET, POST, PUT, DELETE
  • Authentication - API keys, OAuth, Basic Auth
  • Response handling - Parse and use API responses

Best Practices​

Design Principles​

  • Keep it simple - Start with basic workflows
  • One purpose - Each workflow should do one thing well
  • Clear naming - Use descriptive names for steps
  • Add notes - Document complex logic
  • Version control - Save versions before major changes

Error Prevention​

  • Test thoroughly - Test with various document types
  • Handle edge cases - What if field is missing?
  • Validate early - Check data before expensive operations
  • Set timeouts - Don't let workflows run forever
  • Monitor execution - Review workflow logs regularly

Performance Optimization​

  • Parallel when possible - Run independent steps simultaneously
  • Cache lookups - Don't repeat the same API calls
  • Batch operations - Process multiple items together
  • Filter early - Remove unwanted data early in workflow
  • Use webhooks - Push vs. poll when possible

Security & Compliance​

  • Secure credentials - Never hardcode API keys
  • Least privilege - Grant minimum required permissions
  • Audit logging - Track all workflow executions
  • Data retention - Auto-delete data per policy
  • Compliance checks - Validate against regulations

Workflow Templates​

FlowLogik provides 50+ pre-built workflow templates:

Accounting

  • Invoice to QuickBooks
  • Receipt to Expense Report
  • Bank Statement Reconciliation

HR

  • Resume to ATS
  • Employee Onboarding
  • PTO Request Approval

Sales

  • Lead Capture to CRM
  • Proposal Generation
  • Contract Workflow

Operations

  • Purchase Order Processing
  • Inventory Management
  • Vendor Onboarding

Browse all templates →

Monitoring & Analytics​

Track workflow performance:

  • Execution History - See all workflow runs
  • Success Rate - % of successful executions
  • Average Duration - How long workflows take
  • Error Rate - % of failed runs
  • Step Analytics - Which steps fail most
  • Usage Trends - Daily/weekly execution volume

Getting Help​

Next Steps​