What a workflow does
A workflow (AI Flow) watches for matching emails and runs the steps you describe. Think of it as an IF → THEN automation:
- IF certain emails arrive (by sender, subject, or intent)
- THEN Jace drafts replies, creates events, looks up info, or updates connected tools
You set the conditions once and Jace repeats them every time they’re met.
Open the Workflows page
- In Jace, open the left sidebar.
- Click Workflows.
- Review the AI Flows list, then click Create new.
Step 1 – Define the trigger
Name the workflow
Under Workflow name, enter a short title such as “New patient inquiries”, “Partnership requests”, or “Newsletter summaries”. Keep it clear so you can find it later.
Tell Jace which emails to watch
In IF emails match…, describe the emails in plain language. You can reference:
- Sender: “emails from @company.com”
- Subject: “subject includes ‘partnership’ or ‘collaboration’”
- Content or intent: “emails where someone wants to book a meeting”
Example inputs:
- “Emails from @university.edu asking about research or collaboration.”
- “Any email from new patients asking for a first appointment or consultation.”
Click Next: Define actions → when you finish the trigger.
Step 2 – Choose actions and tools
Select the tools Jace can use
On Define actions & tools, enable only what the flow needs:
- Create email drafts
- Create calendar events
- Search the web
- Optional integrations: Notion, Slack, Google Drive, Asana, Monday, HubSpot, and more once connected
Disable tools that aren’t relevant to avoid unexpected behavior.
Write the action instructions
Use Action instructions to spell out what happens after a match. Cover:
- Goal and tone (“professional and friendly”)
- Steps to follow or templates to mirror
- When and how to create calendar events
- Any extra context, links, or formatting to include
Example – meeting request flow
“When someone emails to schedule a meeting:
- Draft a polite, professional reply confirming my interest.
- Suggest 2–3 time slots on weekdays between 9:00 and 15:00 my time.
- If the sender suggests a time, accept it if my calendar is free; otherwise offer nearby alternatives.
- Create a 45-minute calendar event titled ‘Meeting with [Sender Name]’ and include the email thread in the description.
- Do not send emails automatically; create drafts for my review.”
Example – new patient flow
“For emails from potential new patients:
- Draft a reply thanking them for reaching out.
- Ask for full name, date of birth, and preferred appointment time.
- Briefly explain how our clinic works and include this link to our intake form: [link].
- If they mention dates, propose the closest suitable slots from my calendar.
- Create a 30-minute placeholder event titled ‘New patient – [Name if provided]’ on the best matching date.”
(Optional) Upload documents
Use Upload a document for reference material such as pricing sheets, FAQs, playbooks, or canned responses. Jace will consult them when drafting.
Drafts vs. automatic sending
Decide how emails send at the bottom of the page:
- Off (default) – Jace only creates drafts for review.
- On – Jace can send responses automatically when confident.
Most teams start with drafts, review the results, then turn on automatic sending later.
Click Create automation to finish the setup.
Review and edit flows
After saving, you’ll see a confirmation card showing the flow name, IF and THEN summaries, enabled tool icons, and whether emails send automatically.
To edit later:
- Return to Workflows → AI Flows.
- Find your flow in the list.
- Click the … menu to edit or delete.
Adjust triggers, instructions, or tools anytime as you learn how the automation performs.
Ready-made text you can paste
Meeting requests
“When an email is clearly about scheduling a meeting or call:
- Reply in a professional, friendly tone.
- Propose 2–3 meeting times on weekdays between 9:00 and 15:00 my time.
- If the sender suggests a time, accept it if my calendar is free; otherwise offer the nearest alternatives.
- Create a 45-minute calendar event titled ‘Meeting with [Sender Name]’ and include a short summary of the purpose in the description.
- Save the email as a draft for my review, do not send automatically.”
New inquiries (general)
“When someone contacts us for the first time with a question about our services:
- Thank them for reaching out and answer their question as clearly as possible.
- If relevant, invite them to schedule a call and propose 2–3 time slots.
- Keep the tone professional and approachable.
- Add any useful links (website, pricing, booking).
- Create an email draft for my review.”