Salesbot

Overview

The DOLU.ai Salesbot is a visual workflow automation builder that lets you design complex, multi-step business processes using a drag-and-drop node editor — no coding required. Think of it as a flowchart that actually runs: you define triggers (what starts the workflow), conditions (decision branches), and actions (what happens), and the Salesbot executes them automatically across all your connected channels including WhatsApp, Instagram, Telegram, Email, SMS, and the Web Widget.

Salesbot workflows power everything from simple auto-reply messages to sophisticated lead nurturing sequences, appointment reminders, deal stage automations, support ticket routing, review request campaigns, and more. Every workflow runs in the background 24/7, ensuring your business processes keep moving even when your team is offline.

How to Access

Dashboard → Left Menu → Salesbot

You can also access workflow-related features from:

• The Campaigns module (campaign workflows are Salesbot-powered)
• Individual module settings (e.g., Forms have a "Trigger Workflow" option)
• The AI Copilot (ask "Create a follow-up workflow for new leads")

Key Features

Visual Node Editor

• Drag-and-drop canvas: Build workflows by dragging nodes onto a canvas and connecting them with arrows
• Zoom and pan: Navigate large workflows easily with zoom controls and canvas panning
• Node library: Choose from dozens of pre-built node types organized by category
• Connection lines: Draw lines between nodes to define the flow sequence
• Canvas grid: Snap-to-grid alignment keeps your workflows organized and readable
• Undo/redo: Full undo/redo history for all canvas changes

Trigger Nodes (What Starts the Workflow)

• New conversation: When a customer sends the first message on any channel
• New message: When any message arrives in an existing conversation
• Form submitted: When a specific web form receives a submission
• Deal stage changed: When a deal moves to a specific pipeline stage
• Contact created: When a new contact is added to the CRM
• Contact tagged: When a specific tag is applied to a contact
• Quote status changed: When a quote is accepted, declined, or expires
• Appointment event: When an appointment is created, confirmed, cancelled, or marked no-show
• Google Review received: When a new Google review is posted
• Scheduled trigger: Run the workflow at a specific time or on a recurring schedule (daily, weekly, etc.)
• Manual trigger: Start the workflow manually for a selected contact or group

Condition Nodes (Decision Branches)

• If/Else: Branch based on contact fields, deal values, tags, message content, time of day, or any other data point
• Wait: Pause the workflow for a specified duration (minutes, hours, days) before proceeding
• Wait for event: Pause until a specific event occurs (e.g., customer replies, deal stage changes)
• Split test (A/B): Randomly split contacts into groups to test different message variants
• Time check: Branch based on business hours (inside/outside working hours)
• Channel check: Branch based on which channel the conversation is on (WhatsApp, Instagram, Email, etc.)

Action Nodes (What Happens)

• Send message: Send a text, image, document, or template message on any channel (WhatsApp, Instagram, Telegram, Email, SMS, Web Widget)
• Send email: Send a formatted email with subject, body, and attachments
• Update contact: Modify contact fields (add tags, change status, update custom fields)
• Create deal: Create a new deal in a specific pipeline and stage
• Update deal: Move a deal to a different stage, change value, or update fields
• Create task: Generate a task assigned to a team member
• Create ticket: File a support ticket in the Support Center
• Create appointment: Schedule an appointment linked to the contact
• Assign conversation: Route the conversation to a specific agent or team
• Add note: Add an internal note to the contact or deal record
• Send notification: Trigger an in-app, email, or WhatsApp notification to a team member
• HTTP request (Webhook): Call an external API for custom integrations
• AI response: Let the AI Agent generate and send a contextual response based on the knowledge base

Workflow Templates

• Lead welcome sequence: Greet new leads and qualify them with a series of questions
• Appointment reminder: Send reminders at 24h, 1h before the appointment
• Deal follow-up: Follow up on stale deals that have not progressed
• Post-purchase feedback: Ask for reviews after a sale is completed
• Re-engagement: Reach out to contacts who have been inactive for 30+ days
• Support escalation: Escalate unresolved tickets through the team hierarchy
• Over 90 industry-specific templates included (healthcare, restaurant, retail, real estate, education, and more)

Step-by-Step Usage

Building a Lead Welcome Workflow

1. Go to Dashboard → Left Menu → Salesbot.
2. Click "+ New Workflow".
3. Name the workflow (e.g., "New Lead Welcome Sequence").
4. Add a Trigger node: Drag the "Form Submitted" trigger onto the canvas. Select the target form (e.g., "Contact Us Form").
5. Add an Action node: Drag a "Send WhatsApp Message" node and connect it to the trigger. Enter the welcome message: "Hi {contact.name}, thanks for reaching out! A member of our team will be in touch shortly."
6. Add a Wait node: Drag a "Wait" node and set it to 5 minutes.
7. Add a Condition node: Drag an "If/Else" node. Set the condition: "If contact has been assigned to an agent → Yes: End. No: Continue."
8. Add another Action: On the "No" branch, add an "Assign Conversation" node with round-robin assignment to the sales team.
9. Add a Notification: Add a "Send Notification" node to alert the assigned agent via push notification.
10. Click Save and then Activate.

Creating an Appointment Reminder Workflow

1. Create a new workflow with the "Appointment Created" trigger.
2. Add a "Wait Until" node set to 24 hours before the appointment time.
3. Add a "Send WhatsApp Message" node: "Hi {contact.name}, this is a reminder about your appointment tomorrow at {appointment.time}. Reply YES to confirm or CANCEL to reschedule."
4. Add a "Wait for Event" node: wait for a reply.
5. Add an "If/Else" node: If reply contains "CANCEL" → send rescheduling link. If reply contains "YES" → update appointment status to Confirmed.
6. Add another "Wait Until" node set to 1 hour before the appointment.
7. Add a final "Send WhatsApp Message" node: "Your appointment is in 1 hour. See you soon!"
8. Save and activate.

Using A/B Testing to Optimize Messages

1. Create a workflow with a trigger (e.g., "New Contact Created").
2. Add a "Split Test" node with two variants (50/50 split).
3. On Branch A: Send a formal welcome email.
4. On Branch B: Send a casual WhatsApp message.
5. After 7 days, add a "Check Deal Created" condition on both branches.
6. Monitor which variant leads to more deal creation in the Reports module.
7. Deactivate the losing variant and scale the winner.

Use Cases

E-Commerce — Cart Abandonment Recovery

A Salesbot workflow triggers when a visitor starts a chat on the Web Widget but does not complete a purchase within 2 hours. The bot sends a WhatsApp message with a personalized discount code. If they still do not purchase after 24 hours, it sends a follow-up email with related product suggestions.

Healthcare — Patient Follow-Up

After a clinic appointment is marked as Completed, the Salesbot waits 4 hours, then sends a WhatsApp message asking the patient to rate their experience. If the rating is low, it automatically creates a support ticket for the clinic manager. If high, it sends a Google review request link.

Real Estate — Property Matching

When a new lead fills out a property search form, the Salesbot checks their budget and location preferences (using If/Else conditions), then sends them a curated list of matching properties via email. The assigned agent is notified, and a follow-up call task is created for the next business day.

Restaurant — Reservation and Feedback

When a reservation is confirmed, the Salesbot sends a confirmation WhatsApp message with directions. 2 hours before the reservation, it sends a reminder. The day after the visit, it sends a feedback survey. Positive responders receive a loyalty discount code; negative responders trigger a manager follow-up.

Tips & Best Practices

Start with Templates

DOLU.ai includes over 90 industry-specific workflow templates. Start with a template close to your use case and customize it rather than building from scratch. This saves time and follows proven patterns.

Keep Workflows Simple

Complex workflows with many branches are harder to maintain and debug. Split large workflows into smaller, focused ones (e.g., separate "Lead Welcome" from "Lead Nurturing" from "Deal Follow-Up"). Use tags to connect them.

Always Include a Wait Node

Never send multiple messages instantly. Always add Wait nodes between messages (at least a few minutes) to avoid overwhelming the customer and getting flagged as spam, especially on WhatsApp.

Test Before Activating

Use the "Test" button to simulate the workflow with a test contact before activating it for real contacts. Review each node's execution to ensure the flow works as expected.

Monitor Workflow Analytics

Check the workflow's analytics tab regularly to see how many contacts entered, how many completed, and where drop-offs occur. This data helps you optimize the workflow over time.

Troubleshooting

Workflow not triggering

• Verify the workflow is Activated (not in Draft mode).
• Check that the trigger conditions match the actual event. For example, if the trigger is "Form Submitted" for a specific form, ensure the correct form is selected.
• If using a scheduled trigger, verify the time zone settings match your expectations.

Messages not being sent

• Check that the target channel (WhatsApp, Email, SMS) is properly connected in Settings → Channels.
• Verify the contact has a valid phone number or email address for the selected channel.
• For WhatsApp, ensure you are using an approved message template for the first outbound message (24-hour window rule).

Workflow stuck at a Wait node

• Wait nodes pause the workflow for the specified duration. If it seems stuck, check the wait duration settings.
• "Wait for Event" nodes remain paused indefinitely until the specified event occurs. Add a timeout (e.g., "Wait for reply or 48 hours, whichever comes first") to prevent workflows from stalling permanently.

If/Else condition always takes one branch

• Double-check the condition logic. Common issues include typos in tag names, incorrect field names, or case-sensitive value comparisons.
• Use the workflow test mode to see which data the condition is evaluating.
• Ensure the contact's data is populated for the field being checked.

FAQ

Q: How many workflows can I create? A: The number of active workflows depends on your subscription plan. Check Settings → Billing for your limits.

Q: Can a contact be in multiple workflows simultaneously? A: Yes. A single contact can be actively progressing through multiple workflows at the same time. Each workflow runs independently.

Q: Can I pause a workflow without deleting it? A: Yes. Use the Deactivate button. Contacts currently in the workflow will complete their current step but no new contacts will enter. To stop all execution immediately, use Force Stop.

Q: Do workflows run outside business hours? A: Yes, by default workflows run 24/7. Use a "Time Check" condition node to branch based on business hours if you want to delay actions until working hours.

Q: Can I clone a workflow? A: Yes. From the workflow list, click the three-dot menu and select Duplicate. This creates a copy of the entire workflow (all nodes, connections, and settings) that you can modify independently.

Q: Can workflows interact with external systems? A: Yes. Use the "HTTP Request (Webhook)" action node to call any external API. This enables integrations with payment systems, ERPs, shipping providers, and any other service with an API.