Building Custom Workflows

Connect Everything Together

Individual automations are good. Connected workflows are transformational.

Workflow Thinking

Beyond Single Automations

Single automation: Email → Task

Connected workflow: Email → Task → Calendar block → Prep reminder → Follow-up scheduled

Systems, Not Steps

Think about entire processes, not individual actions.

The Compound Effect

Each automation saves minutes. Combined, they save hours.

Workflow Platforms

Zapier

Make (formerly Integromat)

More powerful, more complex.

Strengths:

Visual workflow builder
Complex logic possible
Better pricing for volume
More advanced features

Limitations:

Steeper learning curve
Interface less intuitive

Microsoft Power Automate

Best for Microsoft ecosystem.

Strengths:

Deep Office 365 integration
Included with many Microsoft plans
Desktop automation (RPA)

Limitations:

Best with Microsoft tools
Can be complex

n8n

Open-source alternative.

Strengths:

Self-hostable
Free
Powerful
Full control

Limitations:

Technical setup required
Less polished

Building Your First Workflow

Step 1: Identify the Process

What do you do repeatedly that involves multiple steps?

Step 2: Map the Steps

Write out every step in the current process.

Step 3: Identify Triggers

What starts the process? (Email, time, action, etc.)

Step 4: Choose Your Tool

Which platform connects the apps you use?

Step 5: Build and Test

Start simple. Test thoroughly. Add complexity gradually.

AI Prompt: Workflow Design

Help me design an automation workflow.

The process I want to automate:
[Describe what you do manually]

Steps involved:
1. [First step]
2. [Second step]
3. [Continue...]

Apps I use:
[List your tools]

Automation platform:
[Zapier/Make/Power Automate/not sure]

Please help me:
1. Map the workflow
2. Identify the trigger
3. Design the automation steps
4. Note any limitations
5. Suggest improvements

Common Workflow Patterns

Email → Action

Email with keyword → Create task

Email from VIP → Text notification

Email attachment → Save to folder

Calendar → Prep

Meeting scheduled → Create prep task

Meeting in 1 hour → Send reminder with notes

Meeting ended → Create follow-up task

Form → Multi-Action

Form submitted → Create contact → Send welcome email → Add to CRM → Create onboarding tasks

Content → Distribution

Blog post published → Tweet → LinkedIn post → Email newsletter

Monitoring → Alert

Website down → Slack message → Text → Email

AI-Powered Workflows

AI Steps in Workflows

Modern platforms include AI actions:

Summarize: Long text → AI summary

Categorize: Content → AI classification

Generate: Data → AI-written content

Analyze: Information → AI insights

Example: AI Email Processing

Email arrives
AI analyzes content and intent
AI categorizes (urgent, FYI, requires response)
Based on category:
- Urgent → notification + task
- FYI → archive with summary
- Requires response → draft reply + task

Error Handling

What Can Go Wrong

APIs fail
Credentials expire
Data formats change
Rate limits hit

Building Resilient Workflows

Error notifications: Alert you when something fails

Retry logic: Try again after failure

Fallback actions: Alternative if primary fails

Logging: Track what happened for debugging

Maintenance

Regular Review

Automations break. Review monthly:

Are they still running?
Are they still needed?
Can they be improved?

Documentation

Document what you build:

What it does
Why it exists
How it works
When it was last updated

Version Control

Before changing working automations, save/document current state.

Advanced Concepts

Webhooks

Custom triggers from any system that can send HTTP requests.

APIs

Direct integration when pre-built connectors don't exist.

Variables and Data Transformation

Manipulating data between steps.

Conditional Logic

Different paths based on conditions.

Loops

Processing multiple items.

What's Next

All the prompts you need.

Next chapter: AI prompts for automation.