🔄 Chatavise Lesson: Creating & Managing Workflows in the Mobile App

In this lesson, we’ll walk through how to create, edit, and manage simple workflows—typically 1 to 3 steps long—using the Chatavise mobile app. This will cover workflows for keywords and lead forms, and demonstrate how to clone workflows, manage workflow limits, and more.

🎓 For a deeper dive, be sure to check out the “Fast Start Web App” course.

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🚀 Getting Started with Workflows

In Chatavise, workflows are the engine behind automation. They allow you to automate actions like:

• Sending welcome messages
• Assigning tags
• Routing leads to team members

In this lesson, we’ll use three of the most common actions:

• Send a Text
• Assign Tags to a Contact
• Assign to a User

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🧩 Example 1: Creating a Workflow for a Keyword

1. Navigate to the Keyword

• Tap the menu
• Go to Marketing > Keywords
• Select the keyword (e.g., LMS)
• Tap Workflows at the bottom

2. Create & Attach a Workflow

• Tap into the search/add bar
• Name your workflow (e.g., LMS Workflow)
• Tap the plus (+) icon to create it
• Toggle the workflow on to attach it to the keyword

3. Configure the Workflow

• Tap the blue workflow name text to open the workflow
• Rename and add a description if needed
• Tap Update

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⚡ Adding Actions

Step 1: Send a Text

• Tap Actions > Add Step
• Select Chatavise as the platform
• Choose Send a Text
• Enter your message: “Hi, here is the link to RSVP for our upcoming event.”
• Use message variables or attach an image
• Tap Save

🔁 Images are optional. Some carriers may block them in promotional texts.

Step 2: Assign to a User

• Tap the plus icon next to the action
• Select Assign Team to Contact
• Choose a user (e.g., yourself)
• Tap Save

✅ Now your workflow is connected to the keyword and will perform both actions automatically when triggered.

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🧩 Example 2: Editing a Lead Form Workflow

Lead forms must be created on the web app, but you can still manage their workflows in the mobile app.

1. Navigate to Workflows

• Tap menu > Automation > Workflows
• Search for the workflow tied to your lead form
• Tap the blue edit icon

2. Review Triggers

• Tap Triggers > Edit (Lead Form Triggers)
• Confirm the correct form is attached

3. Edit Actions

✏️ Send a Text

• Tap Edit
• Modify the message, e.g.: “Hi [First Name], here’s a link to join the live poll.
  Remember to save this number and follow me on social media:”
• Use the Business message variable to insert your business card
• Tap Save

🏷 Assign Tags

• Edit the Assign Tags step
• Remove any outdated tags
• Add a new tag (create one if needed)
• Tap Save

👤 Assign to User

• Tap the plus icon > Chatavise > Assign Team to Contact
• Assign leads to a specific team member (e.g., “Magic”)
• Tap Save

✅ You’ve now updated the entire workflow tied to a lead form—right from the app.

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🧩 Example 3: Creating & Cloning Workflows from Scratch

1. Create a New Workflow

• Go to Automation > Workflows
• Tap the blue plus (+) icon
• Name it (e.g., LMS Workflow 2) and tap Save

2. Clone a Workflow

• Tap the clipboard icon next to a workflow
• Rename the clone (e.g., LMS Workflow 3)
• Choose to clone Triggers, Actions, or both
• Tap Save
• Turn the toggle on to activate the cloned workflow

🔁 Cloning saves time when building similar workflows!

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⚙️ Workflow Limits (Solo Plan Tip)

• Solo Plan includes up to 10 workflows
• To stay under the limit:
  • Edit existing workflows
  • Change workflow triggers or actions
  • Deactivate unused workflows

How to Deactivate

• Tap the edit icon on a workflow
• Toggle off
• View inactive workflows using the status filter toggle
• Reactivate anytime by toggling back on

💡 Consider upgrading to Professional or Business plans for more workflow capacity.

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🎓 Bonus: Industry-Specific Courses Coming Soon

We’re developing paid courses by industry, and workflows will play a major role. These courses will focus on automation + integrations using your existing systems—making Chatavise even more powerful for your business.

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✅ Summary

You now know how to:

• Create and attach workflows to keywords
• Build multi-step workflows using:
  • Send a Text
  • Assign Tags
  • Assign to a User
• Edit workflows linked to lead forms
• Clone existing workflows for faster setup
• Manage active/inactive workflows within plan limits

🔧 Whether you’re just getting started or building more advanced automation, mastering workflows unlocks the true power of Chatavise.

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🎯 See you in the next lesson!

In this lesson, we’re going to walk through creating and editing a simple one- to three-step workflow, primarily for keywords and lead forms. Remember, workflows are where most automations are created and managed in Chatavise. So if you want to increase your understanding of workflows, make sure to check out the Fast Start Web App course where we went much more in depth.

To keep this lesson simple, especially when first starting out, we will work with the three most-used basic actions in workflows: the “Send a Text” action, the “Assign Tags to a Contact” action, and the “Assign to a User” action. So let’s get started.

If you recall in the keyword lesson, we created a keyword and a QR code and link for that keyword. In the tags lesson, we created a tag for that same keyword. Now we are going to create a workflow for that keyword. To do this, let’s click on the menu button, scroll down to the marketing section, and click on Keywords. Here we’re going to look for the keyword that we were working with. In my case, it was LMS.

At the bottom of this screen, let’s click on Workflows. On this screen here, we can attach workflows, but we haven’t created one yet for this keyword. So let’s do that. Let’s click on the search or add new keyword search bar here. We’re going to name it LMS Workflow. Then there’s a plus sign that appeared to the right. I’m going to go ahead and click on that. Now we have created the workflow. Clicking on the toggle here will attach that workflow to the keyword. If we delete the text that is on that bar, it will reveal all the workflows, showing the one that we created is attached.

Now we’re going to click on the blue text for that workflow. Now we’re at the workflow home screen. Here we can rename the workflow. We can add a description like I’m going to do here for example purposes only. Then I’m going to click Update. By clicking on the name field, I can hit Done and the keyboard will disappear. This workflow is available for all inboxes on mine, but if you have just one inbox or one location, it should be checkmarked by default.

At the bottom of the screen, we’re going to click on Triggers. Here we’re going to see that there’s a keyword trigger with the (1) in parentheses. This indicates that there’s a keyword that is triggering this workflow. And if we click on that edit button there, we can reveal it. It will reveal which keyword is attached to it. If we delete it like I just did, now we see the 0 next to keyword triggers. Now I’m going to add it back by pressing on the edit button and hitting the plus sign. I can now see all the keywords that are available on my account, and I’m going to click on the one that I want to attach. Just like that, we’ve attached it back.

At the bottom of the screen, we’re going to click on Actions. Here, let’s press on Add Step One. Now let’s click on Chatavise as the platform. Scrolling down, we’re going to choose “Send a Text.”

Now here we can craft the message that we want to send to the contacts that have texted the keyword. I’m going to keep this one simple by saying:
“Hi, here is the link to RSVP for our upcoming event.”
And I’m going to get a little fancy and use the message variables.

And there we go. Now I can hit Save. And to go back in there, hit the edit button. And if we want to, we could actually delay this message. But most times when someone texts a keyword, we want to send it out right away—especially for the first text message. Below that, we can actually add an image. So we hit this plus sign here and it will reveal our camera or our gallery. So if you have an image that you want to attach, you can do that here. Keep in mind that there are some contacts that have carriers that don’t allow images to be sent during promotional texting. It’s rare, but it does happen. In my case, it’s been about eight people that don’t receive it out of around 700.

Now I’m going to go back. If we made any changes, make sure to press Save. Let’s go back here, and we’re going to add another step to this workflow. To do that, we’re going to hit the plus sign next to the action that already exists. Here we’re going to choose the platform again—Chatavise—and then we’re going to use the third option here: “Assign Team to Contact.” When I click on it, it will show me the other users that are on my Chatavise account. And when someone texts this keyword, I can actually assign that contact or lead to that user. In this case, I’m going to assign them to me. Then I’m going to hit Save. Just like that, you’ve now added two steps to this workflow. You created a workflow and attached it to the keyword.

Unlike keywords, other features like lead forms, surveys, and review invites need to be created on the web app—at least for now. They then may become part of a workflow depending on what you want to accomplish and how you choose to go about distributing it to contacts/leads.

In this example, we will work with a workflow that has a lead form as a trigger. And using the mobile app, we will quickly update the workflow in three ways: first, we’ll update the tag being assigned to contacts that are filling out the lead form. Then we’ll assign leads to a specific user. And last but not least, we’ll edit the text message that is being sent to the contacts that fill out that lead form—ever so slightly.

To start, let’s click on the menu button. Then let’s scroll down to the automation section and press on Workflows. Now let’s search for a workflow that has a lead form.

Now let’s hit that blue edit button. Here is the workflow homepage. You should be somewhat familiar with it now. Going down to the bottom, let’s click on Triggers. And let’s click on the edit button next to Lead Form Triggers. This is how we verify that the correct lead form is attached to the workflow.

At the bottom, let’s click on Actions. Here we can see there are two actions in this workflow. The first one is to send a text. So let’s edit that first. Here we see the text message:
“Hi [First Name], here’s a link to join the live poll.”
I’m also going to add a reminder: “Remember to save this number in your phone. Also, follow me on social media by clicking here.” And then let’s use this plus sign, click “Use Message Variable,” change the category to Business, and let’s choose my business card like so. Then let’s press Save. So now we’ve edited that text message ever so slightly.

The second action is “Assign Tags to a Contact.” So let’s see what tags are being assigned. We have “poll” and an old event. So I’m going to remove that old event. I’m going to leave “poll” just how it is. Then I’m going to hit Save. I’m going to hit the blue edit button to go back in there, and let me add a new tag.

I’m going to add this tag that’s right here. Again, if you wanted to create one from scratch, you just type, and there will be a plus sign on the right side there. But I’m going to use this one that already existed. Then hit Save.

Okay, now that the tags have been updated, let’s assign the people that are filling out that lead form to a specific user on our account. Hit this plus sign here, click on Chatavise, and the third one down, let’s click “Assign Team to Contact.” And I’m going to assign these leads to Magic. Now let’s press Save. And just like that, we were able to edit a workflow on the fly on the mobile app for a lead form.

Using the mobile app, you could create a completely new workflow from scratch. Let’s do this real quick. Let’s click on the menu button, scroll down to Automations, and click on Workflow. At the bottom here, let’s press the blue plus sign. Let’s name a workflow. I’m going to call it LMS Workflow 2. Then press Done. And now press Save. Just like that, you created a new workflow.

Now I’m going to go back. If we want to clone this workflow, we can press on the copy button or clipboard button to the right of the edit. We can rename that clone. If not, it’ll just call it Clone – LMS Workflow 2. Let’s call this one LMS Workflow 3. It also gives us an option to clone the triggers or clone the actions (that should say “and/or”). Then press Save.

Now it has created a clone of Workflow 2. By default, it’s turned off. So turn it on. And now that workflow is activated. It will have the same setup, triggers, and actions as Workflow 2. Just like that, you now know how to create a workflow from scratch and how to clone a workflow. Those things save you time by doing it all from the mobile app.

Mastering workflows does come with a little bit of a learning curve, depending on how sophisticated you want to go. But hopefully this lesson helped.

Something to consider is that if you’re in the Solo package, you have up to 10 workflows included in your plan. Now remember, you can edit existing workflows, you can change the triggers of the existing workflows, and you can change the status of those workflows. All those things you can do to try to keep you under 10. And I’ll show you how to change the status here real quick. By clicking on the edit button at the top right, you can change the toggle from On to Off. And if you go back here, the total amount of workflows that are active will be reduced. If you click on this toggle here, you can see all of the workflows—even the inactive ones. And if you need to turn it back on, just press on the edit button there and turn it back on like so. And when you go back, you’ll see that workflow is now active.

Now, if you see that you’re constantly at that 10 mark, then it might be time to consider upgrading to the Professional or Business package. Once you really get the hang of workflows and then you start integrating it with other systems, you quickly see the power of having automations for communication in your business. So again, please consider upgrading to Professional or Business—especially once you start finding it hard to stay under the 10.

Now, the last thing that I wanted to talk about was that we have paid courses that we’ll be releasing, organized by industry. And workflows will play a major role in those courses because the true power of Chatavise is around automating using your existing systems. So that’s automation plus integrations. Be on the lookout for those courses.

With that said, you now know how to manage workflows using the Chatavise mobile app. I’ll see you in the next lesson.