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Version 1.0-beta-1

Changelog

Use Cases

Draft a reply with AI, then approve it

Let AI prepare a response from the submission, but keep a person in control before anything reaches the customer.

AI is useful for getting to a first draft quickly. It should not quietly invent a customer-facing answer and send it unchecked. This workflow drafts a reply, puts that exact draft in front of a reviewer, and sends it only after approval.

Good for
Support, applications, lead qualification, and other review-heavy inboxes
Level
Intermediate

What you’ll build

Section titled “What you’ll build”
flowchart TD
    A[Form Submitted] --> B[OpenAI Text: draft the reply]
    B --> C[Wait for Approval]
    C -->|Approved| D[Send Email to the submitter]
    C -->|Rejected| E[Email the team for a manual reply]
    C -->|Expired| F[Escalate to a manager]

AI draft workflow with approved, rejected, and expired review paths

Before you build

Section titled “Before you build”
  • Configure GC OpenAI under Forms → Settings → OpenAI and review its data-processing terms.
  • Confirm the form has an email field for the submitter.
  • Choose a reviewer inbox and a manager inbox for expired requests.
  • Make sure WordPress can send mail reliably.

Build it step by step

Section titled “Build it step by step”

  1. Configure GC OpenAI under Forms → Settings → OpenAI. Open your form and click Workflows in the form toolbar. Click New Workflow, then Add Trigger and choose Form Submitted.

  2. Activate GC OpenAI and add OpenAI Text named Draft reply. Tell it what tone to use and what it must not promise. Include only the submitted fields the draft actually needs rather than sending {all_fields} by default.

  3. Add Wait for Approval named Review draft. Set Approver emails to the reviewer inbox, Approval policy to First response decides, Expiry (hours) to 72, and Reminder (hours) to 24. In Email Body, include {{ "Draft reply".response_text }} above {{approval.approve_url}} and {{approval.reject_url}}. Turn on Require a note when rejecting.

    Approval email settings containing the draft response flow tag and approval links

  4. On Approved, add Send Email. Address it to the submitted email field and use the same AI response as the body.

  5. On Rejected, email the support team with the draft and {{ "Review draft".note }}. Use Expired for an escalation so the request cannot sit unnoticed.

Data passed between nodes

Section titled “Data passed between nodes”
From Data used later Where it goes
Form Submitted Selected answers and submitter email OpenAI Text prompt and Send Email recipient
Draft reply response_text Approval email and approved customer email
Review draft action, note, resolved_by, resolved_at Rejection handoff and run history

Test and activate safely

Section titled “Test and activate safely”

New workflows start Inactive. Keep this one inactive while you run a builder test for both Approved and Rejected; test mode simulates the decision and does not email real approvers. Then temporarily activate on staging, or use a controlled live run with a non-sensitive entry and temporary reviewer addresses. Let a short deadline pass to verify the Expired branch. Restore the production expiry, review every recipient and prompt, activate the workflow, and watch its first runs.

The Expired branch is scheduled when a new approval parks. Approval nodes that were already waiting before expiry scheduling was installed do not gain a timer retroactively.

What Flowcrafter adds

Section titled “What Flowcrafter adds”

The useful part is not AI by itself. It is the handoff: generated text becomes input to a human decision, and that decision controls whether the customer email runs. The draft, reviewer, decision, and final send all stay visible in one run.

Section titled “Related resources”