AI workflows: have recurring work done automatically
Many tasks come round the same way every week: the weekly overview, the industry news, pre-sorting the inbox. In novendix.AI, tasks and workflows take care of this – from a simple instruction at a fixed time to a multi-step process with branches. No programming, with hosting in Germany.
Tasks and workflows – two levels of automation
Tasks
A single instruction to the AI that runs automatically at fixed times: once, hourly, daily, on weekdays or weekly. Each run appears as a new chat. Optionally with an assistant or project as context.
Workflows
A multi-step process, put together by clicking on a canvas: trigger, AI steps, conditions, branches and outputs. For everything that needs more than one step.
Templates
Ready-made processes for marketing, support, development and sales – such as “Draft a quote”, “Categorise incoming email”, “Route support ticket by priority” or “Prepare weekly newsletter”.
The building blocks of a workflow
| Building block | What it can do |
|---|---|
| Trigger | Manually, on a schedule or via webhook when another system calls a URL |
| AI processing | Generate, summarise, classify content – with the model of your choice |
| Web and research | Search the web and read pages |
| Control | Condition (if/else) and router with several named branches |
| Outputs | Send to the chat, send email, push notification, call webhook |
Typical workflows in mid-sized companies
How to structure invoice processing with AI is shown in Invoice processing with AI. The difference between answers and executed processes is explained in Chat or agent?
Good rules for automated processes
- Test manually first. Check every new workflow with “Run now” before the schedule or webhook goes live.
- Write prompts that need no prior knowledge. In an automatic run there is no conversation history – the instruction must be understandable on its own.
- Put people at the output. Anything that goes out first lands in the inbox or as a draft, not directly with the customer.
- Connect systems where it pays off. Over 3,000 apps from the Business plan, your own systems via MCP in the Enterprise plan, ERP and databases individually on request.
- Keep an eye on costs. Workflows with premium models use up credit. Standard models are included without limit in all plans.
Example: from enquiry to draft quote
A typical workflow, as created from the “Draft a quote” template.
Trigger
An enquiry comes in via the contact form; your system calls the workflow’s webhook URL.
AI steps
The AI summarises the enquiry, assigns it to a product group and creates a draft with your quote assistant.
Output
Condition “High enquiry value?” – yes: email to the head of sales; no: draft to the inside sales inbox.
You build the quote assistant itself on Create AI agents.
What is suitable for automation – and what is not
- Well suited: recurring texts, pre-sorting, summaries, reports following a fixed pattern, research on fixed topics.
- With approval: anything that goes to customers, suppliers or public authorities.
- Not suitable: decisions about people, legally binding declarations, payments.
What the EU AI Act means for automated processes is explained in The EU AI Act for mid-sized companies.
Frequently asked questions about AI workflows
What is the difference between a task and a workflow?
A task carries out a single instruction at a fixed time. A workflow chains several steps together, can branch and can be triggered by external systems via webhook.
Do I need an automation tool like Zapier for AI workflows?
For many processes, no – triggers, AI steps, conditions and outputs are included in novendix.AI. Over 3,000 app connections are available for connecting further systems.
Can a workflow send emails?
Yes, sending email is one of the outputs. For anything that goes to customers, we recommend an intermediate step with approval by a person.
Which plan includes workflows?
Tasks and workflows are already included in the Starter plan. App connections are available from Business, your own MCP servers from Enterprise.
Where do the workflows run?
On the platform in a German data centre, with the AI steps running via models in data centres within the EU.
Build your first workflow from a template
Test free for ten days – with templates for sales, support and marketing.
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