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Overview

Turn manual, repetitive processes into automated workflows. A workflow consists of two modes:

Build Mode

Design, configure, and sequence the steps in your workflows. Think of it as the blueprint and construction phase.

Run Mode

Your built workflow actively executing or ready to execute in a live environment. This is where the workflow automation performs its intended tasks automatically.

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Workflow Components

There are two types of nodes within a workflow - Action and Event.

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Action Nodes

Actions are specific tasks or operations that a workflow performs in response to a trigger:
  • Data Processing
  • User Interaction
  • Communication
  • Analytics
  • Instruction: Generate responses based on pre-filled prompts
  • File Prompt: Request file uploads for indexing
  • OCR Document Processing: Convert images to readable text
  • Store into Dataset: Update existing datasets

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Event Nodes

Events allow you to set the conditions when to trigger the workflow to run:
Scheduled Execution: Execute a workflow based on a schedule (hourly, daily, weekly, etc.)

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Action Node Details

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Instruction

Generate a response based on the prompt that is pre-filled.
💡 Tip: Adjust video playback speed using the gear icon (⚙️) in the video player.
• Workflow automation frequently requires synthesizing data from multiple sources. For this reason, the Instruction node, which is designed to perform this synthesis, will likely be one of the most used nodes in any workflow. • The Instruction node is the core of your workflow’s logic. It takes in data and performs a specific action, such as synthesizing information, generating text, or making a decision. • The more precise your instructions, the better the output will be. Instead of a general command like “summarize this,” specify what kind of summary you want. For example: “Summarize this article into three key bullet points, focusing on the main arguments and conclusions. The tone should be concise and professional.” • For multi-step workflows, chain multiple Instruction nodes together. This breaks down a complex task into smaller, manageable parts. For instance, instead of one node trying to do everything, you could have the first node to summarize a long document. The second node to extract key facts from the summary. The third node to use those facts to draft an email. • Tell the Instruction node exactly how you want the final output to be formatted. You can ask for a response in JSON, a list, a table, or simple text. For example, you can specify: “Provide the output as a JSON object with ‘product_name’ and ‘price’ as keys.” This is essential for ensuring the data can be used by subsequent nodes in your workflow.
Best Practices for Instruction Node:
  • The Instruction node is the core of your workflow’s logic and likely one of the most used nodes
  • Be precise with instructions - specify exactly what kind of output you want
  • Chain multiple Instruction nodes for complex tasks instead of trying to do everything in one
  • Tell the node exactly how to format output (JSON, list, table, or text)

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File Prompt

Asking you or other users to upload a file to be indexed.
• Use File Prompt node for files that change with each use, like a new report or a daily log. • This node treats the file as a variable, allowing you to handle different content each time the workflow runs. • In contrast, if you need to access a fixed set of information repeatedly, use the Library Integration node. This is ideal for consistently referencing static information, such as a company’s product catalog or a list of standard operating procedures, because it treats the file as a persistent source of reference data.
  • Use File Prompt for dynamic files that change with each use (daily reports, new logs)
  • Treats the file as a variable, allowing different content each time
  • For static reference material, use Library Integration instead

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OCR Document Processing

Ingest images of text to be readable by AI.
OCR Document Processing is not a standalone node - it’s usually among the first steps in a larger workflow. The real value is in what you do with the extracted text afterward.

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User Input

Ask users to input information during Run mode.
User Input captures and stores user input as a variable. Pair it with the Instruction node - think of User Input as the “question” and Instruction as the “answer.”

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Document Response

Develop a downloadable report in either PDF, DOC, or XLSX formats.
Powerful Combinations:
  • Pair with Instruction node to turn text output into professional reports
  • Use after OCR Document Processing to format extracted text into clean documents
  • Combine with Send Email to automatically attach and distribute reports
Need a different file format? Contact support@shieldbase.ai to request additional formats.

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Library Integration

Connect to a source for context.
When to use Library Integration vs File Prompt:
  • Library Integration: Static reference material used repeatedly (price lists, SOPs)
  • File Prompt: Variable files that change with each task (daily reports, new images)
Before integrating data into the Library, ensure it’s organized with clear, descriptive headings and sections. For example: “SOP-[Number]: [Procedure Name]“

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Send Email

Send an email to a specific email address with subject and body.
Powerful Combinations:
  • Combine with Scheduled Execution for recurring emails
  • Pair with Document Response to attach and send reports
  • Add CC recipients for broader distribution

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Form Input

Develop a custom form to be filled by users during Run mode.

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Available Form Fields

  • Text Fields
  • Number & Date
  • Selection
  • Text Input: Single line for names, subjects, codes
  • Text Area: Multiple lines for descriptions, comments
  • Password: Hidden input for sensitive information
Form Design Best Practices:
  • Identify your goal and plan the logical order of questions
  • Use clear labels and placeholder text
  • Mark critical fields as Required
  • Keep forms short - only ask for what you truly need

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Approval

Request approval from other Shieldbase users.
The Approval node is typically placed toward the end of a workflow to get sign-off on generated results. Ensure the output from previous nodes provides all data needed for informed decisions.

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Create Report

Analyze data into insights and generate visualization.
Best Practices:
  • Ensure data is clean and well-organized before feeding into Create Report
  • Use descriptive column names (e.g., Revenue_2024, Region, Customer_ID)
  • Be specific in instructions: “Create a sales performance report analyzing monthly revenue trends with line graph for revenue over time and bar chart for regional sales”

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Store into Dataset

Update information in an existing dataset.
Critical Requirements:
  • Data must match the existing dataset’s schema
  • Include a unique identifier (customer ID, product SKU) to update specific records
  • Test with small amounts of data first
Pair with a Decision node to check if a record exists - update if it does, add new if it doesn’t.

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Scheduled Execution

Execute a workflow based on a schedule.
Use Cases:
  • Daily email reminders
  • Weekly report generation
  • Monthly data processing
  • One-time future tasks

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Build a Linear Workflow

A linear workflow runs in a straight sequence to produce output. It’s a simple, straightforward sequence from start to finish where each step is completed one after another without any loops, branches, or conditional logic.

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Video Tutorial

💡 Tip: Adjust video playback speed using the gear icon (⚙️) in the video player.

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Step-by-Step Instructions

1

Create Workflow

Click New Workflow - you’ll automatically be in Build mode
2

Configure First Node

  1. Click on the node to reveal node details
  2. Select the Action Type
  3. Insert details specific to the action
3

Add Sequential Steps

  1. Click Add Action
  2. Configure each new node
  3. Click Save Changes after each configuration
4

Run Workflow

Click Run to execute the workflow sequence

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Build a Decision Workflow

A decision workflow allows you to make choices from multiple options, guiding the workflow down specific paths based on certain conditions. It can handle complex, multi-layered logic, allowing for many different paths and outcomes.

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Video Tutorial

💡 Tip: Adjust video playback speed using the gear icon (⚙️) in the video player.

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Example Use Case

The workflow might ask: “Is the invoice amount greater than $1,000?”
  • If Yes: Route to manager for approval
  • If No: Send directly to finance for payment

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Step-by-Step Instructions

1

Open Workflow

Click New Workflow or any existing workflow
2

Add Decision Node

Click Add Action and select Decision
3

Configure Decision Condition

  1. Select the Decision node to edit details
  2. In the Description, specify the condition for reaching option A or B
  3. Click Save Changes
4

Configure Option A

  1. Select the node in option A
  2. Describe what happens if the workflow reaches this node
  3. Click Save Changes
5

Configure Option B

  1. Select the node in option B
  2. Describe what happens if the workflow reaches this node
  3. Click Save Changes
6

Run Workflow

Click Run to execute the workflow

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Schedule a Trigger to Run Workflow

Execute a workflow automatically at a specific date and time. Set up recurring tasks without any manual intervention.

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Video Tutorial

💡 Tip: Adjust video playback speed using the gear icon (⚙️) in the video player.

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Configuration Steps

1

Open Workflow

Click New Workflow or any existing workflow
2

Add Event

Click Add Event to schedule a trigger
3

Configure Schedule

Describe the trigger conditions and set:
  • Day of the Week
  • Hour
  • Minute
  • Timezone
4

Save and Activate

Click Save Changes - the workflow will automatically run on schedule

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Edit a Workflow

A published workflow can be edited into new versions.

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Video Tutorial

💡 Tip: Adjust video playback speed using the gear icon (⚙️) in the video player.

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Version Control Process

1

Open Existing Workflow

Click on the workflow you want to edit
2

Create Draft

In Build mode, click New Draft to duplicate the current version
3

Make Changes

Edit the workflow as needed
4

Publish

Click Publish to make this the latest version

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Get Started with Workflow Templates

Workflow templates are pre-built workflows designed to help you get started quickly with common automation tasks. They provide a solid foundation and best practices, saving you time and effort.
Once you select a template and begin editing it, you are creating a new, customized version of that workflow - not modifying the original template.

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Pro Tips

Workflows can be used in isolation or in Chatbot for more complex interactive experiences.
Don’t automate broken processes: Before automating, first understand and optimize the existing manual workflow. Automating an inefficient process will only make problems faster and more widespread.
Ideal automation candidates: Repetitive tasks, error-prone processes, time-consuming operations, tasks requiring fast scalability, and processes needing audit trails.
Keep workflows short and simple: A shorter, simpler workflow is more resilient, easier to troubleshoot, and allows for rapid iteration. Complex multi-step automation introduces more points of failure.

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Best Practices

Start Simple

Begin with basic workflows and gradually add complexity

Test Thoroughly

Test each step individually before running the complete workflow

Document Purpose

Clearly document what each workflow does and why

Monitor Performance

Regularly review workflow execution logs and performance

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Common Use Cases

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Data Processing Pipeline

  1. File Prompt: Receive CSV file
  2. OCR Processing: Extract text from images
  3. Instruction: Clean and format data
  4. Store into Dataset: Update database
  5. Create Report: Generate analytics dashboard
  6. Send Email: Notify stakeholders with report

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Approval Workflow

  1. Form Input: Employee submits request
  2. Decision Node: Route based on request type/amount
  3. Approval: Manager reviews request
  4. Decision Node: Approve or deny path
  5. Document Response: Generate decision letter
  6. Send Email: Notify employee of decision
  7. Store into Dataset: Log request in system

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Scheduled Reporting

  1. Scheduled Execution: Weekly at 9 AM
  2. Library Integration: Pull latest data
  3. Instruction: Analyze trends and patterns
  4. Create Report: Generate weekly metrics
  5. Document Response: Create PDF report
  6. Send Email: Distribute to team

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When to Automate

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Good Candidates for Automation

Repetitive Tasks

Tasks performed regularly with consistent steps

Error-Prone Processes

Processes where human error is common

Time-Consuming Operations

Manual tasks that take significant time

Scalable Execution

Processes needing to handle increasing volumes

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Poor Candidates for Automation

❌ One-time tasks ❌ Highly creative work ❌ Processes requiring nuanced human judgment ❌ Undefined or frequently changing processes ❌ Tasks with many exceptions and edge cases

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Troubleshooting

  • Check all required fields are filled
  • Verify data source connections
  • Review error logs in Run mode
  • Test each step individually
  • Ensure proper data formatting
  • Verify schedule configuration
  • Check timezone settings
  • Ensure workflow is published (not in draft)
  • Review system permissions
  • Check for conflicting schedules
  • Break complex workflows into smaller ones
  • Optimize data queries in Library Integration
  • Reduce unnecessary steps
  • Avoid processing large files in single steps
  • Contact support@shieldbase.ai for optimization help
  • Verify user permissions
  • Check that all required fields are configured
  • Test with different user roles
  • Ensure email notifications are configured
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