Explainer video 4: adding a form and "send mail"-block

Understanding Workflow Iterations

1. Review Previous Workflows: 

• Begin by assessing your first workflow version.
• Typically, it takes about three iterations to refine your workflow to its optimal version.

2. Enhance with Templates: 

• Add multiple templates to each chapter to provide more structure and depth.
• Implement three to six high-quality examples in your workflow to train and improve its performance.

Triggering your workflow with a form

1. Build the Form: 

• Navigate to the Input tab in your workflow.

2. Add settings items: 

• Coach Name: Add a text field labeled “Name of Coach”. Make this a required field.
• Email Address: Add another text field labeled “Email Address”.
• Coaching Talk Upload: Include a file upload field labeled “Coaching Talk”, marked as required for uploading audio files.

3. Set workflow accessibility: 

• In the General Workflow Settings, toggle “Publicly Accessible”.
• Click on “Show URL” and copy the link to share with coaches or clients.

Publishing the workflow

1. Apply input data: 

• Return to the Input Tab and ensure all necessary fields are added:
• Name of Coach
• Email Address
• Coaching Talk

2. Save changes: 

• Click on the Edit Icon next to each field to provide descriptions and confirm input types.
• Ensure all fields are marked as required to prevent incomplete submissions.

3. Publish workflow: 

• After configuring inputs, click on “Publish and Run” in the top right corner.
• Confirm that all data fields (Coach’s Email, Coach’s Name) appear correctly in the settings.

Sharing the workflow form

1. Verify Form Appearance: 

• Open the copied form URL in an Incognito Window to see it as an external user.

2. Form Fields Overview: 

• Ensure the form includes:
• Coaching Talk Upload with a description.
• Email Address of the coach.
• Name of Coach.

3. Workflow Trigger Confirmation: 

• When a coach fills out and submits the form, it should automatically trigger the workflow and write a development plan.

Configuring email notifications

1. Navigate to the Final Block: 

• Go to the last block in your workflow.

2. Add Send Mail Block: 

• Click on the Plus Button (+) or open the Add Blocks section on the left.
• Select “Utility” and choose “Send Mail”.

3. Set Up Email Details:

• Send Mail To: Click on “Connect Data Source” and select “Email Address” from the workflow inputs.
• Message Body: Edit a message. Include the coach’s name by connecting the “Name of Coach” settings item.
• Example: Dear {{Name of Coach}}, Here’s the concept version of the personal development plan.  

4. Configure Email Subject: 

• Type in an email subject, or go to explainer video 5 to see how you get a unique subject line for every email.

5. Attach Development Plan: 

• In the Attachments section, select “Connect Data Source”.
• Attach the “Written Development Plan” by connecting it to the appropriate block output. Type id in the pop-up, in the field "data to use" when adding the "written development plan".

6. Save and Finalize: 

• After configuring all fields, click “Save”.
• Your email setup is now complete and will automatically send the development plan to the specified coach upon form submission.

Testing your workflow

1. Run a Test Submission: 

• Submit the form using the copied URL in an Incognito Window.

2. Verify Email Receipt: 

• Check the coach’s email to confirm that the personal development plan is received correctly with the appropriate subject and attachments.

3. Finalize Workflow: 

• If everything works as expected, your workflow is now ready for use by clients and colleagues.

Full transcript

Adding templates to train the workflow

Hello everyone and thanks again for joining our workshop. This is the third and last part of today's workshop. At the beginning, we explained how you can use Twin AI to get the most out of your workflows and provided some use cases to inspire you. Patrick also shared insights on improving your prompts.

As I mentioned in last week's training, once you have the first concept version of your workflow, it usually takes about three iterations to reach the best possible version. Today, I'll show you how we can enhance last week's workflow.

As you can see, I added more templates to give the workflow more substance. Try to implement three to six great examples in your workflow to train it effectively. In this example, I added four templates per chapter.

Scrolling down, you'll notice that I included a "Send Mail" block and a separate block to write the email subject. In last week's workflow, we simply ran the workflow by clicking the run-button. Today, I'll demonstrate how to trigger your workflow with a form.

Building a Form to Trigger the Workflow

I've built a form called "Coaching Talk to Personal Development Plan." You can share this form with the coach, allowing them to upload the coaching talks themselves. They can add their email address or the email address of the person who will write the personal development plan, as well as the name of the coach. Feel free to customize this form according to your needs.

If you want to learn more about connecting a template to a prompt block, please refer to last week's video where I explained the process in detail.

Now that you've implemented Patrick's advice, iterated with your clients, and added templates to train your workflow, it's ready to be published and used by clients or colleagues.

To build a form, first, click on the background of your workflow and go to the "Input" tab. If you click on a block, you'll be one layer deeper. To access the general workflow settings, click on the workflow settings or the background.

Make sure to enable "Publicly Accessible" and click on "Show URL." Copy this link to share with your colleagues or clients.

In the "Input" tab, we previously set the workflow input as a coaching talk. However, since we want to publish a form for colleagues or clients to use, we need to add more input data.

Adding Input Fields

Consider what information you want to collect when someone uses the form. In this case, I want to know the name of the coach who conducted the coaching talk. Add "Name of Coach" and click enter or the plus button.

I also want to know the email address of either the coach or the person who will write the personal development plan. Add "Email Address" and click enter or the plus button.

The coaching talk is a file, but we can provide more details. Click on the edit icon on the right and specify that the field is required. Otherwise, we can't write a personal development plan. Click "Save."

For the email address field, click on the edit icon, set the input type as text, and mark it as a required field. Click "Save."

Do the same for the "Name of Coach" field, setting it as a required text field.

Now, when you click "Publish and Run" in the top right corner, you'll see that more data needs to be added: the coaching talk, email address, and name of the coach. This is how it appears to creators or admins of the workflow.

Copy the link and open an incognito tab to see how it looks to others. This is the form that coaches will see when they want to use the workflow you've built. They can upload a coaching talk, enter the email address of the coach, and provide the name of the coach.

When someone fills in this form, they can trigger the workflow themselves. By requesting their email address, they can receive an automatic email with the concept version of the personal development plan.

Sending the Concept Version via Email

To send the concept version of the development plan directly to the coach or whoever you want, go to the last block (the "Write Development Plan" block) and click on the plus button or open the "Add Blocks" section on the left-hand side. Go to "Utility" and select "Send Mail."

In the "Send Mail" block, go to the "General" tab and set the name as "Send Concept Version of Development Plan to Coach."

In the "Input" tab, connect the "To" field to the workflow input "Email Address." This ensures that the email will be sent to the address provided in the form.

Prepare a message for the email. You can personalize it by including the coach's name, which we'll connect as a settings item.

Scroll down and add a new settings item called "Name of Coach." Connect it to the workflow input "Name of Coach." To include it in the prompt, use double brackets around the settings item name, like this: {{Name of Coach}}. Click "Save."

For the subject, you can type anything or connect it to a data source like the coaching talk, email address, or name of the coach. To make the subject unique for easy recognition, we'll build a separate block for that later.

In the "Attachments" section, collapse the plural "Attachments" field and select the singular "File." Connect the attachment to the block output of "Write Development Plan."

This should work now. I'll test it, close off this video, and later, we'll add a block to add a subject to this email.