Triggering a Chatbot Flow

After publishing and testing your chatbot, the next step is determining how and when it will be triggered. There are various methods available, as outlined below:

Important Note on Proactively Triggering a WhatsApp Chatbot Flow

If you are proactively triggering a WhatsApp chatbot flow (without the user initiating the conversation), it is essential to ensure that the first step in your chatbot flow is a WhatsApp-approved template. Alternatively, implement a logic to dynamically route to a WhatsApp template step if the 24-hour conversation window is not open using Check WhatsApp Session step

If a conversation window is not open and a WhatsApp template is not used, messages will fail. Therefore, it is highly recommended to always use a WhatsApp-approved template for any proactive chatbot triggering to ensure successful message delivery.

1. Smart Replies - Smart Action

The easiest way to trigger a chatbot is through Smart Replies. You can create keywords such as "hello," "hey," or "hi" and set up a Smart Action to "Add Contact to Chatbot." Select the chatbot you want to trigger and save the configuration. When a message contains any of the predefined keywords, the chatbot will be triggered, engaging users according to the flow you’ve designed.

2. Connectors

A popular method among developers, connectors allow you to trigger a chatbot from any third-party application, including Zapier, Pabbly Connect, or custom apps. For example, when an order is delivered, you can trigger a Feedback Chatbot after a certain number of days. Simply create a connector and set an action to "Add Contact to Chatbot."

Note: Ensure that the first step in your chatbot is a WhatsApp-approved template, as the chatbot will not trigger if there is no active WhatsApp conversation session with the contact.

3. Teambox

You can manually add a contact to a chatbot directly from Teambox, which is useful in situations like collecting feedback after a conversation is completed or collecting payments/documents that are automatically saved to your CRM. Additionally, you can find and remove contacts from ongoing chatbot conversations.

4. Broadcaster

A favorite among marketers, the Broadcaster allows you to send the chatbot flow to multiple contacts. Select the chatbot from Broadcaster V2 and send the message in bulk.

Important: Ensure that the chatbot’s first step is a WhatsApp-approved template, as the message will fail if there is no active conversation window with the contacts.

5. Trigger from CRM Modules

You can trigger the chatbot in bulk from any CRM module containing a mobile number. Select the records, click on "Send to Broadcast," and the Broadcaster will open, allowing you to choose the chatbot flow and send it to all contacts with just one click.

6. Mini App

A mini app, paired with a connector, can trigger a chatbot while passing contextual information either from Teambox or manually. For example, if a customer requests a payment of $100, you can input their mobile number and the amount into the mini app. The connector will then pass this data to the chatbot, which can collect more information and process the payment, activating services once payment is received.

7. CRM Macro Buttons

You can use CRM Macro Buttons to trigger a chatbot within different CRM modules. For instance, if you want to enable a ChatGPT-based chatbot to handle future queries from a lead, simply trigger the macro button. The connector action will add the chatbot to the contact, along with data from the CRM. The chatbot will then handle any further queries from the customer.

8. Workflows & Funnels

This automated method allows you to "Add a Contact to Chatbot" through workflows and funnels. For example, if a lead stage changes to "Closed" and certain data, like billing information, is missing, the chatbot can be triggered to collect the necessary information. Simply add the "Route to Chatbot" step in your Workflow & Funnel builder to automate this process.

With these varied options, you can achieve maximum automation for your business in any situation.