How to Initiate a Workflow Based on a User Action

Last Update: February 25, 2025

When a user interacts with an AI agent, certain actions may require follow-ups, approvals, or additional processing. Instead of handling these steps manually, the agent can initiate a workflow based on the user’s action to automate the process. Once triggered, the workflow follows predefined rules to assign tasks, request approvals, and send notifications. This ensures that key steps are completed at the right moment, allowing agents to streamline operations and maintain efficiency.

To set up an action that allows your agent to initiate a workflow based on user action, follow these steps:

In AI Agent Builder, click on the Train tab.
Then, click on the Actions tab in the menu on the left side of the page.
In the Actions section on the right, click on the When dropdown to select and define a condition that will trigger your agent’s action. If your AI Agent already has a saved action, click on the Add New Action button at the top first.

Condition options in the When dropdown of the Actions section in the Train tab of the Jotform AI Agent Builder

Note

You can also type a custom condition in the dropdown and click on the Add button on the right to create one that isn’t in the list of available conditions.

Next, choose the Trigger Workflow With Form option from the Do dropdown.
Then, select a workflow from the Workflow dropdown that your agent should initiate based on the specified condition. Use the search bar in the dropdown to quickly find the workflow you need.

Trigger Workflow With Form action in the Do dropdown of the Actions section in the Train tab of the Jotform AI Agent Builder

Once everything is set, click on the Save button.

Save button of the Actions section in the Train tab of the Jotform AI Agent Builder

The Plus Sign icon on the right of the condition and action in the Actions section allows you to define additional instructions for your agent within a single action. You can add multiple conditions and choose whether ANY or ALL need to be met to perform the action. Multiple actions can also be added, and they will be performed simultaneously when the condition is met. For more details on each available predefined condition and action, see How to Customize Agent Actions and Triggers.