TimelinesAI Workflow Builder lets you automate routine work. Start a flow from events in your CRM, WhatsApp, or a custom trigger, then automatically run the actions you choose—like sending a WhatsApp message. This helps you respond faster and reduce manual steps.

This guide will walk you through simple steps to successfully use all the features of the TimelinesAI Workflow Builder.

✅ How Does The Integration Work

✅ What Are The Costs

✅ How To Start Building

✅ Adding a Trigger

✅ Adding A Filter to the Trigger

✅ Adding an Action

✅ Mapping Data

✅ Checking Results

Let’s get started 🚀

How Does The Integration Work?

• Connect at least one WhatsApp account to TimelinesAI
• Build the desired automation: configure the trigger and actions
• The Workflow Builder will take care of the rest and will execute the automation based on the configured trigger and action steps

What Are The Costs?

Each executed action consumes 1 unit called "transaction".

An action is an automated response executed when a trigger event occurs. The trigger itself is NOT an action and therefore does not consume a transaction unit.

If an action is sending a WhatsApp message, the action also consumes a unit called "TimelinesAI Credit".

Example:

• Trigger: New WhatsApp message is received
• Action 1: Create a lead in your CRM
• Action 2: Send welcome message

1. This automation will consume 2 transaction unit, because 2 actions are executed.
2. This automation will also consume 1 TimelinesAI unit for the action that sends a WhatsApp message.

• Total: 2 transaction credit and 1 TimelinesAI credit units will be used.

You can see your transaction and TimelinesAI credits usage within the Workflow Builder settings page, along with the reset date. Additionally, you will receive an email notification when your balance is getting low. Extra transactions and TimelinesAI credit units can be easily purchased separately. Contact us in live chat to increase your balance.

Learn more about transaction and TimelinesAI credit usage in this article.

How To Start Building?

1. Connect at least 1 WhatsApp account to your TimelinesAI workspace
2. Open the Workflow Builder from the left navigation menu
3. Click on "Start Building"

4. Click on "New Automation"

5. The Workflow Builder interface will then show up, so you can proceed and configure the triggers and actions

Step #1: Adding a Trigger

A "trigger" is an event that initiates an automation. It is the critical first step in any automation flow. The trigger setup includes selecting the app, app event, and app connection.

1. Selecting the desired app: Type the desired app name and see if integration with the app is available. For example: Pipedrive
2. Selecting the event: Each app comes with an available set of events that can trigger the automation. You may choose one
3. Selecting connection: Select a connection to the app, or create one if you don't have any. Each app requires a connection in order to exchange data between the Workflow Builder and the app itself. This is a required step.

Check the Creating Connections section of our knowledge base for instructions on connections for various apps. Don't see instructions for your app? Contact us in live chat and we will assist you.

TimelinesAI App Triggers

If you select TimelinesAI as your app, you will be able to choose from one of the following triggers:

• New Message Sent: only for outgoing messages
• A New Message: both outgoing and incoming messages
• New Incoming Message: only for incoming messages
• New Chat: both incoming and outgoing new chats
• New Incoming Chat: only for incoming (received) new chats
• New Outgoing Chat: only for outgoing [started by you] new chats
• Reconnecting your WhatsApp account: for when your WhatsApp account is (re)connected
• Disconnected your WhatsApp account: for when your WhatsApp account is disconnected
• Pausing Message Synchronization: for when a message syncing is suspended due to various reasons (i.e., Subscription Issues)
• Resuming Message Synchronization: for when a message syncing is restored
• Re-assigning a chat to participant: for chats that are (re)assigned on TimelinesAI
• The Chat is not assigned to workspace participant: for chats that are unassigned on TimelinesAI

TimelinesAI App Connection

TimelinesAI takes care of the connection to its own app for you automatically. You don't need to create a special connection—as soon as you click on "Start Building", within the TimelinesAI Workflow Builder, we'll have already created connections for you. Therefore, for any TimelinesAI app-related triggers and actions, you don't have to worry about the connection at all. It will be pre-inserted for you.

Adding a Filter to the Trigger

In some cases, you might want to filter data so that only if the data passes certain conditions will it trigger the rest of the actions.

Automation only works if the right condition or group of conditions are met. If they aren't, the automation will not proceed to the next step.

1. To add a filter, click on the funnel icon next to the trigger.

2. Add and configure your condition(s). Use mapping for dynamic data.

• In this example, we are filtering new chats by country code (with an aim to sent a welcome message in a certain language further down the flow). If the contact's phone number in a new chat starts with +996, then the automation will continue.

Step #2: Adding an Action

An action is an automated response executed when a trigger event occurs. To add an action, click the + sign after the trigger and then select "Action" or, use the orange + sign in the placeholder block (shows up automatically for new blank automations, if it is your first action). Either way will work.

Action setup includes selecting the app, app action, connection, and a separate mapping step.

1. Selecting desired app: Type the desired app name and see if the integration with the app is available. For example: TimelinesAI
2. Selecting the action: Each app comes with an available set of actions. Pick the one you'd like to work with
3. Selecting connection: Select a connection to the app or create one if you don't have any. Each app requires a connection in order to exchange data between the Workflow Builder and the app. This is a required step.

Check the Creating Connections section of our knowledge base for instructions on connections for various apps. Don't see instructions for your app? Contact us in live chat and we will assist you.

4. Mapping fields: An action, most of the time, assumes that something must be done somewhere, depending on the action. In the mapping steps, you select what goes where. For example, if the action is sending a WhatsApp message, you select TO whom the message is sent FROM which number, and define the message text. Mapping fields will vary from app to app. More on mapping in this section of the article

TimelinesAI App Actions

If you select TimelinesAI as your app, you will be able to choose from one of the following actions:

• Search Chat
• Get Chat by ID
• Update Chat
• Chat Message History
• Send Message in Existing Chat
• Send Voice Not in Existing Chat
• Replace Labels for the Chat
• Add Labels for the Chat
• Add a Note to Existing Chat
• Get Message by ID
• Send Message to JID
• Upload a File
• Get File by ID

Mapping Data

You may want to use dynamic data from a previous automation step or from within the trigger. For example, the trigger that starts the automation is "New deal created" in Pipedrive. The trigger will retrieve its data, such as: Name of the created deal, value, pipeline, stage, and other data. The trigger's payload depends on the selected app, but in most cases, it will have at least some basic data. Using data fetched in previous automation steps is easy!

1. During mapping, click the field where you would like to use data from previous steps
2. A new window will open with the list of previous steps
3. Unfold the desired step
4. Find the desired data field
5. Click on it
6. And it'll be pre-inserted into this field

Checking Results

Use the "Automation Log" and "Analytics" tabs to see how your automation is performing and for troubleshooting.

Updated on: 08/08/2025