Campaign Workflows

Workflows let your campaign react on its own. When a call ends, a text comes in, or a form is completed, Kayse AI can stop outreach, update your CRM, or leave a note — without you doing a thing. ⚡

Each workflow follows a simple "if this happens, then do that" idea.

Where to Find Workflows

You can build workflows in two places, and they both save to the same list.

Campaign Builder — When you create or edit a campaign, there's a Workflows step.
Campaign detail page — Open any existing campaign and click the Workflows tab.

Each workflow is shown as a card with two rows:

WHEN — the trigger (what has to happen).
THEN — the action (what Kayse AI will do).

That way you can see what fires and what happens at a glance.

Add a Workflow

Open a campaign and go to the Workflows tab (or the Workflows step in the campaign builder).
Click Add Workflow.
Pick a Trigger Type.
Pick the specific Trigger Outcome (for example, "Successful" or "Interested").
Pick one or more Actions (like "Stop Calls" or "Update CRM Status").
Add an optional CRM Note if you want a note posted in your CRM when this fires.
Click Save.

You can add as many workflows as you need. Each one runs on its own.

Trigger Types

Kayse AI gives you four kinds of triggers. Pick the one that matches when you want the workflow to run.

Trigger	When It Fires
Post Call Status	After a call ends and Kayse AI tags the outcome (Successful, Unsuccessful, Converted, or Disqualified).
Message Reply Bucket	When a client's SMS or email reply lands in a reply bucket like Interested or Needs Follow Up.
Human Handoff	When the AI requests a human to take over the conversation.
Form Status	When the campaign's linked form is marked Completed.

Form Completion Workflows

If your campaign has a form attached, you can use Form Status as the trigger. This is great for intake — the workflow only runs after the client finishes the form.

Actions

An action is what Kayse AI does when the trigger fires. Pick one or more per workflow.

Action	What It Does
Stop Calls	Stop placing calls to this contact.
Stop Messaging	Stop sending SMS and email to this contact.
Stop Campaign	Remove the contact from the campaign entirely.
Update CRM Status	Change the case status in your connected CRM (LawRuler or SmartAdvocate).
Post CRM Note	Add a note in your connected CRM.

CRM Note (Optional)

Every workflow card has a CRM Note field. If you fill it in, Kayse AI posts that note to your CRM every time the workflow fires — no matter which actions you picked.

This is a nice way to leave an audit trail, follow-up reminder, or extra context in your CRM without needing a separate "Post CRM Note" action.

Multiple Actions at Once

Workflows can do more than one thing on the same trigger. For example, "Unsuccessful Call" can both:

Stop Calls for that contact, and
Update the CRM Status to "Unreachable."

Both actions run — one doesn't block the other.

CRM Smarts

Your workflow builder knows which CRM you use. That makes it easy to pick the right status or note field.

LawRuler — Trigger outcomes and target CRM statuses come from your live LawRuler mappings.
SmartAdvocate — The Target CRM Status picker is a searchable dropdown that shows both statuses and substatuses. Each option is labeled so Kayse AI updates the right field in SmartAdvocate.

If you update a CRM mapping, the Workflows list refreshes the next time you open it, so your triggers stay in sync with what your workspace supports.

Webhooks in Workflows

The Workflows tab also has a Webhooks section. Webhooks can send the campaign's events (calls, transfers, messages, etc.) to your own server, CRM, or Zapier flow.

Webhooks you create here only fire for events in this campaign.
For more on what events you can listen to (including all four live-transfer events that are always included), see Webhooks & Enrichment.

Watch Workflows Run

Once you save your workflows, you can see which ones fired on the campaign Reports → Workflows view. You'll see:

Which contact the workflow ran for.
Which trigger fired (e.g., "Unsuccessful Call").
Which actions were carried out.
The time it ran.

Read-only viewers of a campaign can see this view, but only campaign editors can add or change workflows.

Examples

Here are a few simple workflows that most firms set up:

If Post Call Status = Converted → Update CRM Status = "Retained" + Post CRM Note "Client signed up today."
If Post Call Status = Unsuccessful → Stop Calls + Post CRM Note "No answer after multiple attempts."
If Message Reply Bucket = Opted Out → Stop Campaign.
If Form Status = Completed → Update CRM Status = "Intake Complete" + Stop Calls.
If Human Handoff = Requested → Post CRM Note "Client asked to speak to a human."

Campaigns Overview — Learn how campaigns are put together.
Scheduling & Messages — Set hours, retries, and pre/post-call messages.
Webhooks & Enrichment — Send live campaign events to outside tools.

Workflows