Creating Workflows
Build custom automations step by step.
- Create your first workflow from scratch
- Configure triggers with custom conditions
- Set up actions with the right parameters
- Test before going live
Let's build a workflow. By the end of this guide, you'll have an automation running that notifies you when something important happens.
Creating a new workflow
- 1Go to Workflows
- 2Click Create Workflow
- 3Name your workflow (e.g., "Visibility Drop Alert")
- 4Add an optional description
Step 1: Choose a trigger
Click Add Trigger and select from categories:
Visibility triggers
| Trigger | When it fires |
|---|---|
| Visibility changed | Score went up or down |
| Visibility dropped | Score decreased (configure threshold) |
| Visibility increased | Score increased (configure threshold) |
| Won prompt | You appeared where you didn't before |
| Lost prompt | You stopped appearing where you were |
Competitive triggers
| Trigger | When it fires |
|---|---|
| Competitor gained | Any competitor's visibility increased |
| Competitor threat | Competitor overtook you on a prompt |
| Gap detected | New gap where competitor appears, you don't |
Other triggers
| Trigger | When it fires |
|---|---|
| Research completed | Any research run finishes |
| New citation | Citation source discovered |
| Crawler visit | AI crawler accessed your site (requires AI Pages) |
Select your trigger, then configure its conditions.
Step 2: Configure trigger conditions
Most triggers have configurable parameters:
Example: Visibility dropped
| Parameter | Options |
|---|---|
| Threshold | Drop of 5%, 10%, 15%, 20%, any |
| Scope | Overall, specific model, specific prompt |
| Time window | Day over day, week over week |
Example: Competitor gained
| Parameter | Options |
|---|---|
| Competitor | Any competitor, specific competitor |
| Threshold | Gain of 5%, 10%, 15%, 20%, any |
| Prompt scope | Any prompt, specific prompts |
Configure the conditions that matter to you. Tighter conditions = fewer alerts. Looser = more alerts.
Step 3: Choose an action
Click Add Action and select:
Content generation actions
| Action | What it does |
|---|---|
| Generate article | Create an AI-optimized article |
| Create campaign | Launch a content campaign |
| Generate summary | Executive summary of trigger data |
| Generate PDF report | Create and email a PDF report |
| Draft outreach email | Draft email to a citation source |
Notification actions
| Action | What it does |
|---|---|
| Send email | Email to specified addresses |
| Post to Slack | Message to a Slack channel |
| Post to Teams | Message to a Teams channel |
| Send webhook | POST JSON to any URL |
Integration actions
| Action | What it does |
|---|---|
| Publish to site | Push content to WordPress, Webflow, or Shopify |
| Update Google Sheet | Add a row to a connected spreadsheet |
| Create task | Add item to your task queue |
| Create Notion page | Add to a connected Notion database |
| Send to CRM | Push data to Salesforce or HubSpot |
See the Triggers & Actions reference for the full list with parameters.
Select your action, then configure it.
Step 4: Configure action parameters
Example: Email notification
| Parameter | Value |
|---|---|
| Recipients | [email protected], [email protected] |
| Subject | [Trakkr Alert] {{trigger_summary}} |
| Include | Full details, chart, recommended actions |
Example: Slack message
| Parameter | Value |
|---|---|
| Channel | #marketing-alerts |
| Format | Rich (with graph) or Simple (text only) |
| Mention | @channel, specific users, or none |
Example: Webhook
| Parameter | Value |
|---|---|
| URL | https://your-api.com/trakkr-webhook |
| Method | POST |
| Headers | Authorization: Bearer xxx |
| Payload | JSON with trigger data |
Step 5: Test your workflow
Before activating:
- 1Click Test Workflow
- 2We simulate the trigger condition
- 3The action fires with test data
- 4Verify you received the notification
If the test works, you're ready to go live.
Step 6: Activate
- 1Review your configuration
- 2Toggle Active to on
- 3Click Save
Your workflow is now live and monitoring for the trigger condition.
Editing and managing
Edit a workflow
Click any workflow to modify triggers, conditions, or actions.
Pause temporarily
Toggle Active off. The workflow keeps its configuration but stops firing.
View history
See past executions: when it fired, what data was included, whether the action succeeded.
Delete
Remove a workflow entirely. This can't be undone.
Best practices
Start specific. It's better to create targeted workflows than catch-all ones.
Test thoroughly. Always test before activating. A misconfigured workflow is worse than none.
Monitor noise. If a workflow fires too often, tighten the conditions.
Add context. Use message templates that include relevant details so alerts are actionable.
Next steps
Triggers & Actions
Full reference for all available options.
Templates
Start with pre-built workflows.
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