Executing Processes

Symphona Flow enables you to flexibly execute processes in a wide variety of ways, maximizing the range of use cases supported. In this article, we will cover all the different options available for triggering processes, including:

• Symphona Process Trigger
• File Upload (one-time or recurring)
• Form Entry (one-time or recurring)
• Webhook Events
• REST API Execution
• Converse Agent
• Public Submission Form
• Inbound Email

Tutorial Video

Follow along with us as we explore some of the common ways to execute Processes, including via public submission forms, file upload, recurring, webhook events, and REST API.

Process Trigger

Process Trigger enables you to execute single and bulk records through form entry or file upload. For each execution triggered in Process Trigger, you can define when execution begins and the frequency of execution (one-time or recurring).

File Upload

To execute your Process based on the data in an upload Excel or CSV file, follow these instructions:

1. Navigate to Process Trigger by clicking on Flow -> Process Trigger in the left side bar menu.

2. In Step 1 of the Process Trigger form, select your target Process.

3. In Step 2 of the Process Trigger form, click File Upload and add the file you would like to trigger Process executions from.
1. Note that one Process execution will be triggered for each row within the uploaded file.
2. Note that the file must be formatted with the mandatory Process parameters occupying one column each.
3. To review the Process parameters required by your Process, you can click the Expected Column Fields below File Upload.

4. In Step 3 of the Process Trigger form, you can select the execution frequency.
• Under Basic, you can select: “Only Once,” “Daily,” “Weekly,” “Monthly,” and “Yearly”, and when you would like the Process to start executing (e.g. at a later date rather than right away).\

• Under CRON Expression, you make more detailed execution schedules, this includes frequency, start and end times.

5. Once everything looks good, click the Submit Execution button at the bottom of the page.

After following these steps, your execution(s) should start as you specified, either now or in the future (depending on your selected execution time).

Form Entry

To execute your Process based on the data in an upload Excel or CSV file, follow these instructions:

1. Navigate to Process Trigger by clicking on Flow > Process Trigger in the left side bar menu.

2. In Step 1 of the Process Trigger form, select your target Process.

3. In Step 2 of the Process Trigger form, click Define Execution and enter in the required and optional Process parameters.
1. Note that you can define as many executions as you would like - each one will be considered its own Process execution.
2. Note that the file must be formatted with the mandatory Process parameters occupying one column each.
3. To review the Process parameters required by your Process, you can click the Expected Column Fields below File Upload.

4. In Step 3 of the Process Trigger form, you can select the execution frequency (“Only Once,” “Daily,” “Weekly,” “Monthly,” and “Yearly”) and when you would like the Process to start executing (e.g. at a later date rather than right away).
5. Once everything looks good, click the Submit Execution button at the bottom of the page.

After following these steps, your execution(s) should start as you specified, either now or in the future (depending on your selected execution time).

Webhook Events

To have your Process executed when an event occurs in another digital system (e.g. CRM) which support emitting webhook events, follow these instructions:

1. Navigate to Process Trigger by clicking on Flow > Process Trigger in the left side bar menu.

2. Click on the Manage Event Triggers (Webhooks) tab at the top of the view.
3. Click on the Create Event Trigger button in the top right corner of the view.

4. Enter in the required fields, including name, filter expression, and Process.
1. Note that you can use logical operators within the filter expressions to selectively execute Processes only when the incoming event data has certain field values. To learn more about logical operators, view our tutorial on them here.
5. Configure Event Payload Mapping to pass data from the received event to the Process input parameters of the Process you would like to execute.

REST API Execution

To execute your Process via the REST API, you will need to make a request to the specified endpoint with one of your organization’s API keys. Details on the specific API request you need to make can be found in the API section of this documentation portal or within the platform at Process Manager > Detail View > How to Execute Process > REST API.

Converse Agent

Generative Agents

To execute your Process during a conversation with a Generative Agent, follow these steps:

1. Navigate to Converse > Agent Manager in the side navigation bar and click Edit Agent to open the Agent Editor.
2. Click Add Action on the desired Objective you would like the Process to trigger from.

3. After selecting Execute Process as the Action type, give an Action Name and Purpose, and select the Target Process in the section below.

Under Process Configuration, you will find the fields listed:

1. Execution Mode: Defines how the agent executes the process:
2. Synchronous – The conversation waits for the process to complete, and the final execution parameters are returned for later use.
3. Asynchronous – The conversation continues before the process completes and the parameters are not returned.

b. Target Process: The Process you would like to be executed.

c. Input Parameters: information requested by the process to execute properly:

4. Dynamic Field – The AI will ask questions to collect field values.
5. Static Field – The AI will use the Field Value, and therefore the AI will not ask questions.

Finally, Post-Action Behavior gives you options on how to react after the process has been finished.

1. Storing Process execution parameters in agent memory so that the agent can use the parameters in future messages
2. Customizing post action instructions for agents when there is a specific response you want it to have.

4. Once you’re done making changes, click Deploy to update your Agent and publish the changes.

Structured Agents

To execute your Process during a conversation with a Structured Agent, follow these steps:

1. Navigate to Converse > Agent Manager in the side navigation bar and click Edit Agent to open the Agent Editor.
2. Create a new Action Block in the conversation step you would like the Process to execute on.
3. Click on the new Action Block to edit it.
4. Select Execute Process (Asynchronously) or Execute Process (Synchronously) in the Type field of the Action configuration view.
1. Note that “asynchronously” means the Process will execute in the background and the conversation will continue, whereas “synchronously” means the conversation will wait for the Process to complete and the final execution parameter values will be provided back to the Agent for later use in the conversation.

5. Select your target Process in the Process field, define the required input parameters in the Process Input Fields section, and for "synchronous" executions, optionally define any output parameters you would like for later use in the Agent in the Process Output Fields section.

6. Once you’re done making changes, click Deploy to update your Agent and publish the changes.

Trigger Process

To execute your process within another process through a Trigger Process tile, follow these steps:

1. Within a process you are creating, under the Step Library, open the Logic > Flow dropdowns. There you will see the Trigger Process tile, drag that into your process.

2. Click on the newly created tile and fill out the Input Configurations: process, input parameters, etc.
3. Press deploy to update and publish your Agent. Now your new process runs, it will trigger the subprocess.

Public Submission Form

You can execute a Process from a publicly accessible form by enabling the Public Submission Form in the Process Manager. Follow these steps to set it up:

Enabling the Public Submission Form

1. Navigate to Process Manager > Process Settings > Public Submission Form.
2. Toggle the switch On to enable the form.
3. Once enabled, a URL will appear at the bottom of the side modal. Use this URL to access the Public Submission Form.

Adding Fields to the Submission Form

To collect user input, you need to define Expected Input Parameters in your Process:

1. Open your Process in the Process Manager.
2. Go to Settings > Expected Input Parameters.
3. Create new input parameters, which will be displayed on the form and can also be used in the Process.

Modifying Form Input Fields

Each input parameter can be customized with the following options:

• Display Name: Sets the title of the input field.
• Description: Adds a brief description for users.
• Placeholder: Provides sample text within the field.
• Component Type: Defines the type of input field.

Available Component Types:

1. Single Value Entry: A standard text input field.
2. Single-Select Dropdown: A dropdown menu where users can select one option.
3. Multi-Select Dropdown: A dropdown menu where users can select multiple options.

Managing Dropdown Options:

4. Click + Add to create a new dropdown option.
5. Click the Garbage icon to remove an option.
6. Click and drag the 6 Dots icon ⋮⋮ to reorder options.

Customizing the Public Submission Form Appearance

You can modify the form's design to align with your organization’s branding:

1. Go to Settings > Back Office > Public Submission Form Branding.
2. Customize the styling as needed.

Inbound Email

To execute your Process when inbound emails are received, you will need to forward your emails to a specific email address provided by Symphona. Please contact Symphona Support to set up this feature for your organization. Note that this feature is limited to Enterprise plans and is not available within Explore plans.

• Executing Processes
• Tutorial Video
• Process Trigger
• File Upload
• Form Entry
• Webhook Events
• REST API Execution
• Converse Agent
• Generative Agents
• Structured Agents
• Trigger Process
• Public Submission Form
• Enabling the Public Submission Form
• Adding Fields to the Submission Form
• Modifying Form Input Fields
• Customizing the Public Submission Form Appearance
• Inbound Email