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How To Create Workflow - Practical Example: Automated HR Meeting Handoff

This guide details how to build a robust four-step workflow (On Start 1 → Human 1 → Ask AI 1 → Action in App 1) to automate the approval, summarization, and internal communication for scheduling a new client meeting.
1

Initialize the Request (On Start 1)

The On Start 1 node is the application’s entry point, where you provide the initial meeting data.
  1. Access Configuration: Select the On Start 1 node
  2. Input Data (Instructions Field): Enter the meeting details as simple, clear text:
Client Name: Acme Corp
Meeting Type: Client Onboarding Call
Contact Email: [email protected]
Proposed Time: December 1, 2025 at 2:00 PM CET
This data is stored as the variable {{on_start_1.startingInputData}}
2

Manager Approval Gate (Human 1)

The Human 1 node pauses the workflow and requires a manager’s explicit approval before proceeding.
  1. Connect Nodes: Link the output of On Start 1 to Human 1
  2. Contact Person: Set the reviewer’s email: [email protected]
  3. Request Message: Include the raw data for review using the variable:
“A new customer request has been received. {{on_start_1.startingInputData}}. Do you approve processing this request?”
  1. Configure Switches (Branching Logic):
SwitchPathOutput HandleInstructions
Switch 1The ‘Yes’ Path (Approval) - Leads to LLM processingEnter YesIf the human message contains ‘Approve’ or ‘Yes’, route here
Switch 2The ‘No’ Path (Denial) - For rejection handlingEnter NoIf the human message contains ‘Deny’ or ‘No’, route here
After configuring these two switches, your Human 1 node will have two clear output paths—Yes and No—giving you complete control over the workflow logic.
3

AI Processing and Summarization (Ask AI 1)

The Ask AI 1 node ensures HR receives a professional, concise summary of the approved request. This node executes only after the ‘Yes’ path is followed.
  1. Connect Nodes: Link the Yes output of Human 1 to Ask AI 1
  2. Prompt for AI (System Instruction): Define the AI’s role:
You are a professional assistant specializing in summarizing meeting
requests for quick logging into a database. Your output must be
concise and use bullet points.
The AI’s summary is stored as the variable {{llm_1.response}}
4

Automated HR Handoff (Action in App 1)

The final Action in App 1 node sends the notification email to the HR contact, utilizing the AI’s summary.
  1. Connect Nodes: Link the output of Ask AI 1 to Action in App 1
  2. Action: Ensure the node is configured for Gmail: Send Email
  3. Select Method: Choose the Fill by AI tab
  4. Instructions: Write the instructions to generate the final email:
Draft a new email.

Set the recipient's address to: [email protected]

Set the subject line to: ACTION REQUIRED: Schedule New Client Meeting

The body of the email must be structured as follows:
1. Start with a greeting and a clear request for the recipient to schedule the meeting.
2. Clearly present the AI-generated summary of the meeting details in the body.
3. Conclude with a professional closing.

Do NOT include the original, raw input data in the email body.
Only use the summary provided below for the details.

AI Summary (for content): {{llm_1.response}}
This instruction uses the LLM’s summary to build a professional, concise email.
This completes your robust, four-step workflow for the HR Meeting Handoff!