Workflows
Build automated step sequences that combine multiple tools. Via chat, voice or the visual builder.
Workflows
Workflows are multi-step automations that Merlin executes for you. They combine multiple tools (accounting, CRM, email, calendar) into a single command. You build them via chat, voice or the visual builder in the dashboard.
How workflows work
- You describe what you want in plain language
- Merlin translates this into a series of steps
- Each step uses a specific tool (e.g. "read invoices", "create CRM contact")
- The output of step 1 can serve as input for step 2
- After completion you get the result via chat, voice or as a notification
Building a workflow
Via chat or voice
Describe the workflow in plain language:
"Create a workflow 'morning briefing' that fetches my agenda for today, checks outstanding invoices and gives me a summary."
Merlin creates the workflow and shows a preview of the steps. You can confirm, adjust or regenerate the steps.
Via the visual builder
- Go to Automations in the dashboard
- Click New → Build workflow
- Add steps by choosing a provider and capability
- Configure parameters per step
- Set a trigger (manual, scheduled or via chat/voice)
- Click Save
Steps and providers
Each workflow step consists of:
| Component | Description |
|---|---|
| Provider | The connected service (e.g. Moneybird, HubSpot, Google) |
| Capability | What the step does (e.g. read invoices, create contact) |
| Parameters | Optional filters or values (e.g. "only unpaid") |
| Error handling | What happens if the step fails: stop or continue |
Triggers
| Trigger | Description |
|---|---|
| Manual | "Run my morning briefing" via chat or voice |
| Scheduled | Automatically at fixed times (daily, weekly, monthly) |
| Via chat | Merlin recognizes the intent and triggers the workflow |
Example workflows
Morning briefing
Steps:
- Read today's agenda (Google/Microsoft)
- Fetch outstanding invoices (Moneybird)
- Count unanswered emails (Gmail/Outlook)
Result: a summary of your day in 10 seconds.
Week closing
Steps:
- Fetch all draft invoices from this week
- Calculate the total amount
- Check for missing VAT numbers
- List outstanding quotes older than 14 days
Result: a report with recommendations.
New customer onboarding
Steps:
- Create contact in CRM (HubSpot)
- Create welcome invoice (Moneybird)
- Schedule an introduction meeting (Google Calendar)
- Create a follow-up task
Error handling
Per step you can set what happens if the step fails:
- Stop: the workflow stops and you get an error message
- Continue: the workflow continues with the next step
Workflow history
Under Automations → Run history you see all executed workflows with:
- Date and time
- Which steps were executed
- Which steps were skipped or failed
- The output per step
Workflows with AI analysis
Workflows can contain an analyze step that sends the output of previous steps through AI. The AI interprets the data, finds connections and suggests concrete actions. See Automations for details about the analyze step and the approval process.
Ops Pack (runbook after build)
After building or saving a workflow you get an Ops Pack:
- Short overview of the steps
- Approval rule when an analyze step is present (approval stays required; no auto-execute)
- Test phrases to start the workflow in chat (e.g. "Start workflow morning briefing")
Optionally an account admin can save the runbook as knowledge. Merlin searches that content from a new session. The workflow definition is not changed silently.