Triggering Prompts with a Workflow

This guide explains how to configure a DocBits workflow to automatically trigger a saved prompt. This allows you to integrate Operator prompts into document processing flows without manual input.

Step 1: Create a Prompt

Before linking a prompt to a workflow:

• Ensure your prompt is already created

• Include all necessary variables in the prompt body.

If you need help writing or saving prompts, refer to the Prompt Writing Guide and Operator Interface Overview.

Step 2: Set Up the Workflow

Before configuring the Operator Prompt card, make sure your workflow is properly created.

1. Navigate to the Workflow Builder in the DocBits interface.

2. Create a new workflow or open an existing one.

3. Define the trigger conditions—these determine when the workflow will start (e.g., document type, status, field presence, etc.).

4. Add the necessary action steps to your workflow as needed.

Step 3: Configure the Operator Prompt Card in the Workflow

In the Workflow Builder, use the Operator Prompt card to configure a prompt that should execute when the workflow's conditions are met.

Key Configuration Options

• Script: Select the saved Organization Prompt to be executed.

• Script Data (Variables): If the selected prompt contains variables, define their values here using key-value pairs.

  • If a variable is left empty here, the system will attempt to automatically populate it from the document.

  • For this to work, the variable name in the prompt must exactly match the field ID of the document attribute.

• Max Steps: Define the maximum number of steps the operator is allowed to execute during this prompt.

• Max Retries: Set how many times the system should retry the prompt in case of failure.

• Execution Mode: Choose whether the prompt should run:

  • In the Cloud

  • On-Premises (required if your ERP or target system is hosted locally)