# Create Your First Agentic Workflow | Kizen Basics

## Overview

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**Caution:** This setup reflects <code class="expression">space.vars.Kizen\_company\_name</code>'s default configuration. Your administrator may have customized your layout, so columns or navigation may appear differently. Trial accounts may have limited features.
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In <code class="expression">space.vars.Kizen\_company\_name</code>, an <code class="expression">space.vars.automation</code> allows the platform to perform actions automatically when specific conditions are met. <code class="expression">space.vars.automations</code> connect your <code class="expression">space.vars.entities</code>, <code class="expression">space.vars.activities</code>, and communications, ensuring important tasks happen without manual effort.

In this walkthrough, you’ll create your first <code class="expression">space.vars.automation</code> using the Reyes family example. Because birthdays are stored in <code class="expression">space.vars.contact</code> <code class="expression">space.vars.entities</code>, <code class="expression">space.vars.Theme\_park\_name</code> can automatically send guests a Birthday Celebration email when their birthday occurs.

In this lesson, you will create an <code class="expression">space.vars.automation</code> that checks <code class="expression">space.vars.contact</code> birthdays and sends a birthday email automatically.

### Why This Matters

<code class="expression">space.vars.automations</code> help businesses reduce manual work while ensuring important processes run consistently.

Using <code class="expression">space.vars.automations</code> allows you to:

* Automatically send communications to customers
* Trigger tasks or follow-up actions based on data changes
* Maintain consistent customer engagement
* Ensure important processes run without human intervention

For example, the birthday message <code class="expression">space.vars.automation</code> ensures that every guest receives a personalized message without requiring staff to manually review <code class="expression">space.vars.contact</code> <code class="expression">space.vars.entities</code>. As your system grows, <code class="expression">space.vars.automations</code> help your organization operate more efficiently by connecting data, <code class="expression">space.vars.workflows</code>, and communications.

### Before You Begin

To complete this lesson, you must:

* Be an **Admin or Technical Builder** with permission to create <code class="expression">space.vars.automations</code>
* Have completed the previous lessons:
  * [Create Your First Contact Record](/docs/kizen-basics/kizen-in-action/create-your-first-contact-record-or-kizen-basics.md)
  * [Create Your First Object](/docs/kizen-basics/kizen-in-action/create-your-first-object-or-kizen-basics.md)
  * [Create Your First Record](/docs/kizen-basics/kizen-in-action/create-your-first-record-or-kizen-basics.md)

You should also have:

* <code class="expression">space.vars.contact</code> <code class="expression">space.vars.entities</code> created for **Marcus, Elena, Sofia, and Caleb Reyes**
* Birthday fields populated in each <code class="expression">space.vars.contact</code> <code class="expression">space.vars.entity</code>

In this section, you will create an <code class="expression">space.vars.automation</code> that sends a birthday email when a <code class="expression">space.vars.contact</code>’s birthday matches the current date.

This <code class="expression">space.vars.automation</code> uses three core components:

* [**Trigger**](/docs/concepts/agentic-workflows/agentic-workflow-triggers.md)**:** The event that starts the <code class="expression">space.vars.automation</code>. In this example, the trigger occurs when a <code class="expression">space.vars.contact</code>'s birthday matches the current day.
* **Condition (Topic Coming Soon):** Optional rules that branch execution based on criteria you define. In this example, a condition checks whether the <code class="expression">space.vars.contact</code>'s email field is not blank before proceeding to send the email.
* **Action (Topic Coming Soon):** The task performed by the <code class="expression">space.vars.automation</code>. In this lesson, the action sends a **Birthday Celebration email**.

If you would like to learn more about how <code class="expression">space.vars.automations</code> work, see [Agentic Workflows](/docs/concepts/agentic-workflows.md).

***

## Create Your First Automation

{% stepper %}
{% step %}

#### Navigate to Agentic Workflows

From the main navigation menu, select **Agentic Workflow**

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This opens the <code class="expression">space.vars.automation</code> management page where you can view, edit, and create automated <code class="expression">space.vars.workflows</code> and folders.
{% endstep %}

{% step %}

#### Create a New Agentic Workflow

Select **NEW AGENTIC WORKFLOW**

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Enter the following information:

* **Agentic Workflow Name:** Birthday Celebration Email
* **Agentic Workflow Type:** <code class="expression">space.vars.entity</code>-based

{% hint style="info" %}
**Note:** We selected **Record-based** because this <code class="expression">space.vars.automation</code> needs to evaluate and react to data on individual <code class="expression">space.vars.contact</code> <code class="expression">space.vars.entities</code>.
{% endhint %}

<details>

<summary><strong>Learn More:</strong> <code class="expression">space.vars.entity</code>-based vs Global <code class="expression">space.vars.automations</code></summary>

When creating an <code class="expression">space.vars.automation</code>, you can choose between two types: **Record-based** and **Global.**

* **Record-based Automations** run when something happens to a specific <code class="expression">space.vars.entity</code> in your data, such as a <code class="expression">space.vars.contact</code>, Ticket, or other <code class="expression">space.vars.object</code>. A common example, sending a confirmation email when a ticket purchase is created.
* **Global Automations** run independently of a specific <code class="expression">space.vars.entity</code>. These are typically used for scheduled processes or external triggers, such as checking for birthdays each day or responding to a webhook from another system.

For more information, see Automations **(Coming Soon)**.

</details>

* **Agentic Workflow Object:** Contacts
* **Additional Error Notification Email:** *(Blank)*

{% hint style="info" %}
**Note:** Error notifications are automatically sent to the <code class="expression">space.vars.automation</code> creator. However, this field allows you to also add additional recipients, such as a team email or distribution list.
{% endhint %}

* **Folder:** *(Blank)*

{% hint style="info" %}
**Note:** If left blank, the <code class="expression">space.vars.automation</code> will be created in the **Root Folder**. You can also enter a folder name here to create a new folder and organize the **Agentic Workflow** within it.
{% endhint %}

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Select **SAVE**
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{% step %}

#### Configure the Trigger

Next, we are going to define the event that starts the <code class="expression">space.vars.automation</code>. To do this, first select **Click to add new trigger.**

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When the Add Trigger modal appears, select **On or Around Date.**

<div data-with-frame="true"><figure><img src="/files/BS87JzHHeoGuKu6hjL3P" alt="" width="375"><figcaption></figcaption></figure></div>

Then, configure the trigger as follows:

* **Additional Description:** Automatically sends a birthday celebration email to <code class="expression">space.vars.contacts</code> on their birthday, offering a special discount and encouraging guests to visit <code class="expression">space.vars.Theme\_park\_name</code> again.
* **Choose Date Field:** Birthday
* **Time Offset:** Day(s) before, 2, at 7:00 AM
* **Allow Trigger to Activate Every Year:** Enabled

<div data-with-frame="true"><figure><img src="/files/CXKCBoxDoXz7MEx7YJdw" alt="" width="375"><figcaption></figcaption></figure></div>

This ensures that when the <code class="expression">space.vars.automation</code> runs each day, it checks the **Birthday field** in <code class="expression">space.vars.contact</code> <code class="expression">space.vars.entities</code> and sends an email **two days before the guest’s birthday**.

Select **SAVE**

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Your trigger has been created.
{% endstep %}

{% step %}

#### Add an Agentic Workflow Condition

Now it's time to define the conditions that must be met when the trigger fires. To do this, select **+** and choose **Add Condition**.

{% hint style="info" %}
**Note:** This walkthrough skips the Variables step to keep the focus on the core components of a basic <code class="expression">space.vars.automation</code>. Variables become useful when you need to capture and reuse data across multiple steps in more complex <code class="expression">space.vars.workflows</code>. To learn more, see Agentic Workflow Variables. **(Topic Coming Soon)**
{% endhint %}

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The Add Condition Modal appears. Select and enter the following:

1. **Choose Condition Type:** Custom Filters
2. **Description:** This condition checks if there is an email for the contact.
3. **Condition Settings:** Fields/Email/Isn't Blank

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Select **SAVE.**
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{% step %}

#### Add the Agentic Workflow Action

Now it's time to define what the <code class="expression">space.vars.automation</code> should do when the trigger condition is met. To do this, select the **+** on the **Yes** condition and **Add Action.**

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In the **Message** section, choose **Send Email.**

<div data-with-frame="true"><figure><img src="/files/yaYmSrXImSgd36HTPVWB" alt="" width="375"><figcaption></figcaption></figure></div>

Then, configure the Action as follows:

* **Description:** Sends a birthday celebration email to the <code class="expression">space.vars.contact</code> when the <code class="expression">space.vars.automation</code> detects that their birthday has occurred.
* **CC Team Members:** None
* **Choose Email To Send:** Create a New Email Template

{% hint style="info" %}
**Note:** This will open the **Email Builder** in <code class="expression">space.vars.Kizen\_company\_name</code>. For this walkthrough, you do not need to modify the email design. Simply enter **“Happy Birthday Email”** in the Subject Line field, then select **Save & Close**.
{% endhint %}

* **Error Handling:** Continue and Notify on Failure

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Select **SAVE**

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{% step %}

#### Activate the Agentic Workflow

Review the <code class="expression">space.vars.automation</code> configuration to ensure it is correct, then activate the <code class="expression">space.vars.automation</code> by turning on the **Active?** toggle.

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Select **SAVE**
{% endstep %}
{% endstepper %}

Your birthday <code class="expression">space.vars.automation</code> is now live.

Each day, the system will check your <code class="expression">space.vars.contact</code> <code class="expression">space.vars.entities</code> and automatically send birthday emails to any guests celebrating two days before.

***

## Apply What You've Learned

Now that you understand how <code class="expression">space.vars.automations</code> work, you will create a second <code class="expression">space.vars.automation</code> using the Reyes family example.

As you know, Marcus recently purchased tickets for his family to visit <code class="expression">space.vars.Theme\_park\_name</code>. To help guests prepare for their visit, the park sends a reminder email the day before the scheduled trip. This message includes helpful information such as park hours, parking details, and what guests should bring for the day.

In this exercise, you will create an <code class="expression">space.vars.automation</code> that sends Marcus a reminder email one day before his park visit.

#### Your Task

Create a New <code class="expression">space.vars.automation</code> with the following:

* **Automation Name:** Visit Reminder Email
* **Automation Type:** <code class="expression">space.vars.entity</code>-based
* **Automation Object:** <code class="expression">space.vars.contacts</code>
* **Additional Error Notification Email:** *Blank*
* **Folder:** *Blank*
* **Trigger Type:** On or Around Date
* **Description:** Triggers when a Ticket <code class="expression">space.vars.entity</code>’s Visit Date is one day away, sending a reminder email to help guests prepare for their park visit.
* **Choose Date Field:** Visit Date
* **Time Offset:** Day(s) Before 1 at 10:00 AM
* **Allow Trigger to Activate Every Year:** Disabled
* **Action:** Send Email
* **Action Description:** Sends a reminder email to the guest one day before their scheduled park visit.
* **CC Team Members:** None
* **Choose Email To Send:** Create New email

{% hint style="info" %}
**Note:** This will open the **Email Builder** in <code class="expression">space.vars.Kizen\_company\_name</code>. For this walkthrough, you do not need to modify the email design. Simply enter **“Reminder Email”** in the Subject Line field, then select **SAVE & CLOSE**.
{% endhint %}

* **Error Handling:** Continue and Notify on Failure

Ensure that you enable your <code class="expression">space.vars.automation</code> and select **SAVE**.

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***

## How This Connects to Agentic Workflows

<code class="expression">space.vars.automations</code> allow the system to respond automatically when important events occur.

In the <code class="expression">space.vars.Theme\_park\_name</code> example, <code class="expression">space.vars.automations</code> can be used to:

* Send birthday messages to guests
* Send reminders before park visits
* Notify staff when ride waivers are submitted
* Send follow-up surveys after park visits

But as your organization grows, <code class="expression">space.vars.automations</code> help ensure more complex processes run consistently and without manual effort, such as:

* Updating a guest's loyalty tier when their visit count reaches a threshold
* Creating a follow-up task and assigning it to the operations team when a waiver is flagged for review
* Moving a group booking <code class="expression">space.vars.entity</code> to a new stage when a deposit payment is received
* Triggering a maintenance inspection <code class="expression">space.vars.entity</code> when a ride logs a specified number of cycles
* Updating seasonal pass status fields when an expiration date passes

To continue learning about all of the <code class="expression">space.vars.automation</code> functionality, see [Agentic Workflows](/docs/concepts/agentic-workflows.md).

***

## Agentic Workflow Capabilities by Role

{% columns %}
{% column %}

#### Admins

* Create and manage <code class="expression">space.vars.automations</code>
* Configure triggers and conditions
* Define automated actions
* Monitor <code class="expression">space.vars.automation</code> <code class="expression">space.vars.activity</code> and performance
  {% endcolumn %}

{% column %}

#### Technical Builders

* Create <code class="expression">space.vars.automations</code> using API triggers
* Connect <code class="expression">space.vars.automations</code> to external systems
* Trigger <code class="expression">space.vars.automations</code> through webhooks
* Integrate <code class="expression">space.vars.automations</code> into larger <code class="expression">space.vars.workflows</code>
  {% endcolumn %}
  {% endcolumns %}

***

## Tying It Back Into Your Industry

The <code class="expression">space.vars.automations</code> you created for the Reyes family are specific to <code class="expression">space.vars.Theme\_park\_name</code>, but the same concepts apply across many industries. <code class="expression">space.vars.automations</code> connect your data, processes, and communications, ensuring important actions occur automatically when specific conditions are met.

Below are examples of how <code class="expression">space.vars.automations</code> similar to the ones in this walkthrough are used in Insurance, Healthcare, and Financial Services.

{% tabs %}
{% tab title="Insurance" %}
In insurance, <code class="expression">space.vars.automations</code> connect policy, claims, and customer data with operational processes that support underwriting and policy servicing.

Common Automations include:

* Routing new claims to the appropriate adjuster based on claim type and region
* Moving a policy <code class="expression">space.vars.entity</code> to a pending review stage when an application is submitted
* Creating a document request <code class="expression">space.vars.entity</code> when required policy information is missing
* Updating a policy status field automatically when a renewal deadline passes

Just like <code class="expression">space.vars.Theme\_park\_name</code> automates operational processes to keep things running smoothly, insurers use <code class="expression">space.vars.automations</code> to move work through underwriting and policy servicing without manual handoffs.
{% endtab %}

{% tab title="Healthcare" %}
In healthcare, <code class="expression">space.vars.automations</code> help manage patient <code class="expression">space.vars.entities</code>, care coordination, and operational workflows.

Common Automations include:

* Assigning a care coordinator to a patient <code class="expression">space.vars.entity</code> when an intake form is completed
* Moving a patient <code class="expression">space.vars.entity</code> to a new care stage after a visit is logged
* Creating a follow-up task when a referral is submitted
* Updating a patient's status field when lab results are received

Just like <code class="expression">space.vars.Theme\_park\_name</code> uses <code class="expression">space.vars.automations</code> to keep guest and operational <code class="expression">space.vars.entities</code> current, healthcare organizations use <code class="expression">space.vars.automations</code> to ensure patient <code class="expression">space.vars.entities</code> reflect the right state at every stage of care.
{% endtab %}

{% tab title="Financial Services" %}
In financial services, <code class="expression">space.vars.automations</code> support account management, compliance, and client <code class="expression">space.vars.workflow</code> coordination.

Common Automations include:

* Routing loan applications to the appropriate review team based on loan type
* Updating an application status field when document verification is completed
* Creating a compliance task <code class="expression">space.vars.entity</code> when a required disclosure threshold is reached
* Assigning an advisor to a new account <code class="expression">space.vars.entity</code> when an investment request is submitted

Just as <code class="expression">space.vars.Theme\_park\_name</code> uses <code class="expression">space.vars.automations</code> to manage guest <code class="expression">space.vars.entities</code> and operational processes, financial institutions use <code class="expression">space.vars.automations</code> to move work through review, approval, and compliance <code class="expression">space.vars.workflows</code> reliably and at scale.
{% endtab %}
{% endtabs %}

***

## What’s Next

Now that you’ve created your first <code class="expression">space.vars.automations</code>, the next step is learning about [Scheduling Activities and Timeline](/docs/kizen-basics/kizen-in-action/scheduling-your-activity-and-timelines-or-kizen-in-action.md). In the next topic, you’ll learn how to Schedule <code class="expression">space.vars.activities</code> and track interactions directly on <code class="expression">space.vars.entities</code> using the <code class="expression">space.vars.timeline</code>.


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