Create a workflow

Learn how to create workflow simulations that capture real business processes and turn them into interactive practice exercises for your sales team.

Workflows let you record the ideal version of a business process, in Salesforce, Sprinklr, or any other browser-based system, and attach that recording to a roleplay agent. When a learner practices the roleplay, they perform the same process, either during the conversation or right after it, and Outdoo AI compares their attempt to your ideal recording. This guide is for admins and managers: it covers recording a workflow and attaching it to a roleplay agent. For an overview of how workflow practice works and how to read the results, see Workflows: workflow training builder.

Watch: AI Roleplay + Workflow Training with Software Simulation

Before you start

To create workflows, your permission profile needs access to Manage > Workflows (Admin and Manager profiles usually have it). If you do not see Workflows under Manage, contact your workspace admin or reach out to support@outdoo.ai.

Before recording, walk through the process yourself in the real system and note the following.

Download and install the Outdoo AI Workflow Chrome extension in both the learner's and the creator's browser. This step is required.
Currently only the Chrome browser and web-based workflows are supported.
You must know the exact fields, buttons, and steps involved.
Know the correct sequence of actions.

Record the workflow

Go to [Manage > Workflows](https://app.outdoo.ai/roleplay/screens).
Click Add Workflow.
Give the workflow a name that reflects the process, for example "Post-call CRM update: HubSpot".

Write the description and training use cases.
Enter the target URL. You can add multiple target URLs if you expect learners to visit different pages.
Start recording.
With recording on, open the target URL in a new tab and complete the process the way you want team members to do it. This becomes the ideal run that learners' attempts are measured against. Outdoo AI captures both a video of the session and the underlying events (clicks, field entries, navigation, and their order).
When done, return to the page and stop recording.
The recording needs to pass three checks, shown in the recording checklist, before it can be published:
- Site access given
- Screen permission given
- Video more than 30 seconds
Click Publish to make it available for assignment.

Attach the workflow to a roleplay agent

A workflow is practiced together with a roleplay call, not on its own. Once published:

Open the roleplay agent, go to Roleplay Format, and under Simulated Workflow Training turn on Enable Workflow.
Under Screen timing, choose During session (the learner completes the process while the conversation is running) or After session ends (the learner completes it once the call is over).
Under Screen, search for and select the workflow to attach.
Assign the roleplay agent to the relevant users or teams, directly or as part of a course.

The learner also needs the Outdoo AI Workflow Chrome extension installed in their browser.

Team members see the assigned roleplay agent, workflow included, in their training queue. When they practice it, they hold the roleplay conversation and complete the attached process in the target system at the point you chose.

Review results

After team members complete a workflow-enabled roleplay, Outdoo AI compares their attempt with your ideal recording. Open the session from the roleplay history to see its Workflow Insights, or go to Performance > Practice and open the Workflows tab for results across your team. For what each metric means, see Workflows: workflow training builder.

Keep workflows up to date

When your actual tool updates its interface, the workflow recording needs updating too. A workflow that no longer matches the real system trains team members on the wrong thing. Review active workflows whenever your connected tools go through a UI update.

Hope this article was helpful. For any queries, please write to support@outdoo.ai

Workflows: workflow training builder: what workflows are, how practice works, and how to read results
Intro to workflow training
Practicing with workflow training