Example: Create HR Meeting Handoff Workflow

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

Initialize the Request (On Start 1)

The On Start 1 node is the application’s entry point, where you provide the initial meeting data.

Access Configuration: Select the On Start 1 node
Input Data (Instructions Field): Enter the meeting details as simple, clear text:

Client Name: Acme Corp
Meeting Type: Client Onboarding Call
Contact Email: john.doe@acmecorp.com
Proposed Time: December 1, 2025 at 2:00 PM CET

This data is stored as the variable {{on_start_1.startingInputData}}

Manager Approval Gate (Human Step 1)

The Human Step 1 node pauses the workflow and brings a manager in to approve the request before it proceeds.

Connect Nodes: Link the output of On Start 1 to Human Step 1
Pattern: Choose the Approval pattern. This gives the node two outcome branches automatically, Approved and Rejected, so there are no keyword rules to configure.
Channel and recipient: Send it over email to the reviewer: your-email@example.com
Request Message: Include the data for review using a variable:

“A new customer request has been received. {{on_start_1.startingInputData}}. Do you approve processing this request?”

The manager replies in plain words. The node reads the reply and continues on the Approved or Rejected branch.

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 Approved branch is followed.

Connect Nodes: Link the Approved output of Human Step 1 to Ask AI 1
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}}

Automated HR Handoff (App Action 1)

The final App Action 1 node sends the notification email to the HR contact, utilizing the AI’s summary.

Connect Nodes: Link the output of Ask AI 1 to App Action 1
Action: Ensure the node is configured for Gmail: Send Email
Select Method: Choose the Fill by AI tab
Instructions: Write the instructions to generate the final email:

Draft a new email.

Set the recipient's address to: your-email@example.com

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 AI’s summary to build a professional, concise email.

This completes your robust, four-step workflow for the HR Meeting Handoff!