The workflow creator is the part of the levelpartner.ai platform where you turn a written process into a running automation, either by building it step by step or by describing it in plain English and letting the AI-assisted builder draft it. The tool is the easy part. The harder question, and the one this article answers, is who in your firm should create workflows, what they need before they start, and how a draft gets from idea to live without breaking anything your clients see.
Who should be the workflow creator
In a firm of 20 to 150 people, the best creator is rarely the most technical person. It is the person who understands the process end to end and will notice when a message reads wrong. That is often an operations manager, a sales operations lead or a senior coordinator. A developer can build anything, but they will not know that a mortgage client should never receive a chaser on the day their offer is issued.
Name one primary creator and one backup. Everyone else can request workflows and review drafts, but publishing stays with those two. That single rule prevents most of the duplicate and conflicting automations firms end up untangling later.
Before you start
- A request written by the person who owns the process: the trigger, the goal and the messages.
- Access to Automation with permission to save drafts, and a separate decision about who may publish.
- Custom fields, tags and pipeline stages already set up for anything the workflow will use.
- A test contact with your own email and phone number.
- A list of existing workflows, so you can check nothing already does this job.
How to set it up
- Go to Automation, open Workflows and click Build using AI.
- Enter a prompt that describes the confirmed process in plain English, or start from one of the provided templates.
- Click Build Workflow and wait while the draft is generated.
- Review the summary, the structure, the trigger configuration and the settings of every action, and remove anything the requester did not ask for.
- Ask the chatbot for changes and state their scope, or use Point and Edit to select the exact steps to change.
- Undo or redo an AI edit with Ctrl or Cmd and Z or Y, or check Recent Changes.
- Work through the Post-Generation To-Do List, then test the workflow by hand with your test contact before publishing.
Building by hand or with the AI-assisted builder
The AI-assisted builder is useful for a first draft. Describe "when someone fills in the valuation form, text them within a minute, email a booking link, and remind them twice if they do not book", and it lays out a trigger and steps on the canvas. That saves twenty minutes of clicking.
It does not know your business. It will not know that your real estate team splits leads by postcode, or that your consultants never text before 8am. Treat every AI draft as a starting sketch and check each step as if a junior colleague had built it. The visual workflow designer guide covers how to lay the result out so others can read it.
Suppose six people hold publishing rights and the account has 43 workflows, nine of them firing on the same new-lead trigger. Agreeing one creator and one backup would make it possible to retire the workflows nobody owns, say 17, and merge the nine lead workflows into two. With only two workflows on that trigger, duplicate messages to new leads should stop. These counts are invented to show the shape of the clean-up.
What it replaces and the weekly time
A clear creator role replaces the informal arrangement in which anyone who could find the Automation menu built something. It also replaces the external contractor called in to fix tangles that arose from that arrangement.
Expect the creator to spend two to five hours a week in a firm of this size: half on new requests, half on reviewing live workflows and handling exceptions. If the requests queue grows beyond a fortnight, that is a sign to train the backup, not to hand publishing rights to more people.
The mistake most people make
They let the requester describe the solution instead of the problem. "Build me a workflow that sends three emails" is a solution. "Leads from the webinar are not booking calls" is a problem. A good creator asks what outcome is missing and builds the smallest thing that fixes it, which is often one text and one task rather than three emails.
Publishing a workflow without exits. A contact who books a call and then keeps receiving "book a call" emails will unsubscribe, and the unsubscribe applies to every future campaign too.
When not to create a workflow
Some requests are better met another way. A one-off announcement is a campaign, not a workflow. A process with a decision at every step is a pipeline with tasks. A report someone wants each Monday belongs in Reporting. Saying no to those requests keeps the automation estate small enough to understand. For the bigger picture, the article on business workflow explains how workflows, pipelines and tasks divide the work.
Troubleshooting
The AI draft includes steps you did not ask for. The description was too open. Rewrite it with the trigger, each step and the exit stated explicitly, then regenerate.
Requests keep arriving for things that already exist. Nobody can see the register. Share it with every team lead and ask them to check it before requesting.
A published change broke an older workflow. Two workflows were reading and writing the same tag. Give each workflow its own tags, and note which tags each one touches in the register.
The requester rejects the result after launch. Approval happened verbally. Ask for written sign-off on the test screenshots before publishing.
Frequently asked questions
Does the workflow creator need technical training?
Not much. The platform is menu-driven. What matters more is knowing the process and writing clear messages. The onboarding hours included with the licence cover the mechanics.
Can I give a team lead permission to edit but not publish?
Agree in writing that most users may look at workflows and only your named creators publish them. Where finer control is needed, keep editing with the creator and collect other people's changes as comments.
How do I stop the creator becoming a bottleneck?
Train the backup properly and keep a short queue with clear priorities. The process workflow tools article covers ways to manage requests.
Is a workflow creator the same as a process improvement role?
They overlap. The creator builds automations; a process improvement lead decides which processes deserve one. In smaller firms the same person often does both.