Process Flows

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Process Flows

Process Flows are workflows designed to accomplish specific tasks within a coworker. These flows are step-by-step sequences where multiple AI agents work together seamlessly to get a job done. At Wexa, Process Flows are modular, reusable, and optimized for collaboration between humans and AI.

Getting Started 

Create Your First Process Flow

Wexa enables you to build custom Process Flows tailored to your team’s workflows. Here’s how you can create one:

Steps to Create a Process Flow: 

Click on the “+ New Process Flow” button.

  • Process Flow Name: Give your process flow a unique, descriptive name (e.g., “Interview Scheduler”, “Resume Ranker”).
  • Role: Describe what the flow does in your team context (e.g., “Interview Assistant”, “Candidate Tracker”).
  • Description: Write a short summary explaining what the process flow will do and how it helps the team (max 500 characters).

Once filled, click the “Create Process Flow” button.

Creating Your First Agent in a Process Flow

Agents are the core components of your coworker in Wexa. Each agent performs a specific task to streamline your workflow. Here's a breakdown of the Agent Creation interface and what to input:

Step-by-Step Guide to Creating an Agent

1. Select Agent Type

  • Skilled Agent: Performs specialized actions based on assigned skills (e.g., sending emails, fetching data).
  • Decision Agent: Makes branching choices based on outcomes or input values.

2. Fill in Agent Details

  • Title: Name your agent (e.g., “Data Validator”, “Meeting Scheduler”).
  • Role: Explain what the agent does (e.g., “Processes raw lead data into qualified contacts”).
  • Description: Expand on how the agent fits into the workflow and what it handles.

Task

Tasks are clear, detailed instructions that guide your agent step-by-step. Each Task should specify:

  • What the agent needs to do
  • How to perform the task
  • What output is expected

Tasks are essential for defining each step in a process, whether it's extracting insights, filling out forms, sending messages, or making decisions.

You can use @ to reference or create variables dynamically within a task.

Make sure to include any required inputs, conditions, or logic the agent must follow to perform the task correctly.

Actions

In Wexa Studio, Actions empower AI agents to perform tasks by defining how they interact with applications and data. Actions consist of two key components: Skills and Tables.

Skills

Skills enable AI agents to perform specific operations by connecting with your existing business applications—without the need for custom development.

Automate routine tasks like sending emails, creating tickets, updating records, and more.

Leverage the Connectors Marketplace to quickly integrate with popular tools.

Need a specialized connection? You can request a custom integration directly.

These Skills equip your agents to act intelligently across your workflows, reducing manual effort and increasing efficiency.

Tables

Tables are internal databases that agents use to retrieve or update structured information. They serve as the backbone of your workflows by providing essential data for informed action.

Store and manage data such as customer records, order details, product inventory, or support logs.

Enable agents to filter, extract, or update entries based on your defined logic.

With Tables, your agents are not just automating tasks they’re making decisions grounded in data.

Together, Skills and Tables allow your AI agents to seamlessly connect logic, data, and action—turning static processes into dynamic, intelligent workflows.

Triggers

These are events that will initiate the agent's workflow. You can add multiple triggers to your coworker for varied responses to different situations. Triggers automate the next steps. When a task is finished, they automatically start the following task, creating a seamless workflow. Dynamic data is inserted into the process using placeholders.

How It Works

  • Define a Trigger
  • Name your trigger (e.g., "Trigger 1") to distinguish it within your automation setup.
  • Select a Process Flow. Choose from the list of available process flows 

Execution

Once the trigger condition is met, the selected process flow kicks off immediately—without manual intervention.

Defining Conditions for Decision Agents

Give your decision a meaningful name to identify it in the flow.

Example:

Resume Screening Result or Customer Type Check

Condition: Use a logical expression based on previous agent outputs or variables.

Knowledge Base

Advanced Settings

LLM Model Configuration

Choose the LLM

Output Token Limit

Set Human in Loop

Choose one:

  • Auto Approve: Agent runs tasks automatically.
  • Ask for Approval: User must approve each action—useful for sensitive tasks.

Creating Multi-Step Workflows

You can create multiple agents within a single coworker, essentially building a multi-step workflow. Each agent acts as a step in the process, leveraging its assigned skills (connector permissions) to perform specific tasks. By linking these agents together with triggers, you can design complex automation sequences.

Completing Your Coworker

Once you've finished defining and configuring all the necessary agents within your coworker, submit the form to finalize its creation.

With your coworker built and deployed, you're now equipped to automate specific tasks or processes within your workflow. Remember, coworkers can be designed for various functions, and the specific configuration steps might vary depending on the desired functionality.

Running a Process Flow

A Process Flow can be run on clicking the “Play” icon. 

Once done the user will be prompted to fill details for the input of the process flow

Once you hit run the Process Flow starts its execution which can be viewed on the Task Manager screen.

Scheduling a Process Flow 

  1. You can choose the process flow you want to schedule for a future execution. Click on “Schedule” on clicking for more details.
  1. Once done a sidebar appears on the screen asking the user to choose the Schedule Type: Once or Recurring3.1 Once: For Once, the user can choose their preferred time.

Once done click on “+New Schedule”

3.2 Recurring: Users can choose this option if they want to execute the process flow multiple times in the future. Users can select the frequency and the interval between two consecutive executions.

History

History enables users to view the status of past process flows that were executed by user type at specific times.