Create Your First Agentic Workflow | Kizen Basics

Overview

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In Kizen, an Agentic Workflow allows the platform to perform actions automatically when specific conditions are met. Agentic Workflows connect your Records, Activities, and communications, ensuring important tasks happen without manual effort.

In this walkthrough, you’ll create your first Agentic Workflow using the Reyes family example. Because birthdays are stored in Contact Records, Flywheel Adventure Park can automatically send guests a Birthday Celebration email when their birthday occurs.

In this lesson, you will create an Agentic Workflow that checks Contact birthdays and sends a birthday email automatically.

Why This Matters

Agentic Workflows help businesses reduce manual work while ensuring important processes run consistently.

Using Agentic Workflows 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 Agentic Workflow ensures that every guest receives a personalized message without requiring staff to manually review Contact Records. As your system grows, Agentic Workflows help your organization operate more efficiently by connecting data, Workflows, and communications.

Before You Begin

To complete this lesson, you must:

• Be an Admin or Technical Builder with permission to create Agentic Workflows

• Have completed the previous lessons:

  • Create Your First Contact Record

  • Create Your First Object

  • Create Your First Record

You should also have:

• Contact Records created for Marcus, Elena, Sofia, and Caleb Reyes

• Birthday fields populated in each Contact Record

In this section, you will create an Agentic Workflow that sends a birthday email when a Contact’s birthday matches the current date.

This Agentic Workflow uses three core components:

• Trigger: The event that starts the Agentic Workflow. In this example, the trigger occurs when a Contact'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 Contact's email field is not blank before proceeding to send the email.

• Action (Topic Coming Soon): The task performed by the Agentic Workflow. In this lesson, the action sends a Birthday Celebration email.

If you would like to learn more about how Agentic Workflows work, see Agentic Workflows.

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Create Your First Automation

1

Navigate to Agentic Workflows

From the main navigation menu, select Agentic Workflow

This opens the Agentic Workflow management page where you can view, edit, and create automated Workflows and folders.

2

Create a New Agentic Workflow

Select NEW AGENTIC WORKFLOW

Enter the following information:

• Agentic Workflow Name: Birthday Celebration Email

• Agentic Workflow Type: Record-based

Note: We selected Record-based because this Agentic Workflow needs to evaluate and react to data on individual Contact Records.

Learn More: Record-based vs Global Agentic Workflows

When creating an Agentic Workflow, you can choose between two types: Record-based and Global.

• Record-based Automations run when something happens to a specific Record in your data, such as a Contact, Ticket, or other Object. A common example, sending a confirmation email when a ticket purchase is created.

• Global Automations run independently of a specific Record. 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).

• Agentic Workflow Object: Contacts

• Additional Error Notification Email: (Blank)

Note: Error notifications are automatically sent to the Agentic Workflow creator. However, this field allows you to also add additional recipients, such as a team email or distribution list.

• Folder: (Blank)

Note: If left blank, the Agentic Workflow 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.

Select SAVE

3

Configure the Trigger

Next, we are going to define the event that starts the Agentic Workflow. To do this, first select Click to add new trigger.

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

Then, configure the trigger as follows:

• Additional Description: Automatically sends a birthday celebration email to Contacts on their birthday, offering a special discount and encouraging guests to visit Flywheel Adventure Park again.

• Choose Date Field: Birthday

• Time Offset: Day(s) before, 2, at 7:00 AM

• Allow Trigger to Activate Every Year: Enabled

This ensures that when the Agentic Workflow runs each day, it checks the Birthday field in Contact Records and sends an email two days before the guest’s birthday.

Select SAVE

Your trigger has been created.

4

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.

Note: This walkthrough skips the Variables step to keep the focus on the core components of a basic Agentic Workflow. Variables become useful when you need to capture and reuse data across multiple steps in more complex Workflows. To learn more, see Agentic Workflow Variables. (Topic Coming Soon)

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

Select SAVE.

5

Add the Agentic Workflow Action

Now it's time to define what the Agentic Workflow should do when the trigger condition is met. To do this, select the + on the Yes condition and Add Action.

In the Message section, choose Send Email.

Then, configure the Action as follows:

• Description: Sends a birthday celebration email to the Contact when the Agentic Workflow detects that their birthday has occurred.

• CC Team Members: None

• Choose Email To Send: Create a New Email Template

Note: This will open the Email Builder in Kizen. 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.

• Error Handling: Continue and Notify on Failure

Select SAVE

6

Activate the Agentic Workflow

Review the Agentic Workflow configuration to ensure it is correct, then activate the Agentic Workflow by turning on the Active? toggle.

Select SAVE

Your birthday Agentic Workflow is now live.

Each day, the system will check your Contact Records and automatically send birthday emails to any guests celebrating two days before.

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Apply What You've Learned

Now that you understand how Agentic Workflows work, you will create a second Agentic Workflow using the Reyes family example.

As you know, Marcus recently purchased tickets for his family to visit Flywheel Adventure Park. 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 Agentic Workflow that sends Marcus a reminder email one day before his park visit.

Your Task

Create a New Agentic Workflow with the following:

• Automation Name: Visit Reminder Email

• Automation Type: Record-based

• Automation Object: Contacts

• Additional Error Notification Email: Blank

• Folder: Blank

• Trigger Type: On or Around Date

• Description: Triggers when a Ticket Record’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

Note: This will open the Email Builder in Kizen. 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.

• Error Handling: Continue and Notify on Failure

Ensure that you enable your Agentic Workflow and select SAVE.

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How This Connects to Agentic Workflows

Agentic Workflows allow the system to respond automatically when important events occur.

In the Flywheel Adventure Park example, Agentic Workflows 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, Agentic Workflows 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 Record to a new stage when a deposit payment is received

• Triggering a maintenance inspection Record 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 Agentic Workflow functionality, see Agentic Workflows.

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Agentic Workflow Capabilities by Role

Admins

• Create and manage Agentic Workflows

• Configure triggers and conditions

• Define automated actions

• Monitor Agentic Workflow Activity and performance

Technical Builders

• Create Agentic Workflows using API triggers

• Connect Agentic Workflows to external systems

• Trigger Agentic Workflows through webhooks

• Integrate Agentic Workflows into larger Workflows

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Tying It Back Into Your Industry

The Agentic Workflows you created for the Reyes family are specific to Flywheel Adventure Park, but the same concepts apply across many industries. Agentic Workflows connect your data, processes, and communications, ensuring important actions occur automatically when specific conditions are met.

Below are examples of how Agentic Workflows similar to the ones in this walkthrough are used in Insurance, Healthcare, and Financial Services.

Insurance

In insurance, Agentic Workflows 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 Record to a pending review stage when an application is submitted

• Creating a document request Record when required policy information is missing

• Updating a policy status field automatically when a renewal deadline passes

Just like Flywheel Adventure Park automates operational processes to keep things running smoothly, insurers use Agentic Workflows to move work through underwriting and policy servicing without manual handoffs.

Healthcare

Financial Services

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What’s Next

Now that you’ve created your first Agentic Workflows, the next step is learning about Scheduling Activities and Timeline. In the next topic, you’ll learn how to Schedule Activities and track interactions directly on Records using the Timeline.