Using the AI Decision Maker in Workflows

What Is the AI Decision Maker?

The AI Decision Maker is a powerful workflow action that uses artificial intelligence to automatically route contacts through different paths based on criteria you define. Instead of manually setting up multiple conditional rules or complex logic branches, you can describe your routing preferences in plain English. The AI then analyzes contact data—such as engagement levels, company size, or behavior—and directs each contact to the most appropriate workflow branch.

Note: This is a premium action. Each execution incurs additional charges.

Key Benefits

• Reduces Maintenance: The AI adapts dynamically to changes in contact data, minimizing the need for frequent updates to filters and rules.
• Scales Effortlessly: Handles large volumes of contacts without compromising workflow performance.
• Minimizes Human Error: Eliminates inconsistencies from overlapping or missed conditional rules.
• Plain-English Instructions: No coding or complex rule-stacking required.

How to Set Up the AI Decision Maker

Step 1: Access Your Workflow

Log into your sub-account, navigate to Automation in the left menu, and either edit an existing workflow or create a new one.

Step 2: Add the Action

Ensure your workflow has a trigger (e.g., Contact Changed or Form Submitted). Click the + icon in the workflow builder, scroll to AI Actions in the right panel, and select AI Decision Maker. Give the action a clear name to keep your workflow organized.

Step 3: Write AI Instructions

In the Instructions field, describe how contacts should be routed. Be specific about the data points the AI should evaluate—such as engagement score, industry, or company size. Use the variable picker (tag icon) to insert dynamic fields like {{contact.engagement_score}}, {{contact.company_size}}, or {{contact.tags}}.

Example Instruction:

Evaluate the contact’s engagement score and company size. If the engagement score is above 60 OR the company is large, route to sales. If the engagement score is between 30–60 and the company is small or medium, route to email nurturing. If the engagement score is below 30, route to re-engagement.

Step 4: Provide Additional Context

Use the Additional Context field to include supporting details that improve AI accuracy, such as business rules, segmentation definitions, or operational constraints.

Example Context:

We target companies with 10–500 employees. Small: 1–50, Medium: 51–200, Large: 200+. Engagement scores range from 0–100. Our sales team handles approximately 20 new leads per week.

Step 5: Understand the Default Branch

The Default Branch is automatically included and serves as a fallback for contacts that don’t meet any specified conditions. This branch cannot be deleted or renamed and ensures no contact gets stuck in the workflow.

Step 6: Add Custom Branches

Create additional branches with clear names and descriptions to route contacts based on specific criteria. For example, name a branch “High Priority – Sales” and describe it as “Route here if engagement score is above 60 or company size is Large.”

Step 7: Create More Branches

Click + New Branch to define additional paths for follow-ups like discount offers, product education, case studies, or re-engagement campaigns.

Step 8: Save the Action

Once all instructions and branches are configured, click Save Action. Your workflow will now use AI to evaluate and route contacts automatically.

Popular Use Case: Spam Detection

Use the AI Decision Maker to evaluate form submissions. Instruct the AI to classify entries as spam or legitimate based on provided examples. Route only authentic submissions to create opportunities, reducing manual review and protecting your pipeline.

Frequently Asked Questions

How does the AI decide where to send a contact?

The AI evaluates your instructions and the included contact data to determine the best branch.

What happens if a contact doesn’t match any rules?

They are routed to the Default Branch.

Can I delete or edit the Default Branch?

No, it is permanent and ensures fallback routing.

How can I check where a contact was routed?

Review the Execution Logs tab in your workflow.

Can I use data from forms or surveys?

Yes, include variables from previous workflow steps using the variable picker.