> For the complete documentation index, see [llms.txt](https://docs.questera.ai/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.questera.ai/questera-ai-platform/workflows/how-to-create-a-workflow.md).

# How to Create a Workflow

####  Step 1: Set the Segment

First, define who should enter the journey.

* **Select Existing Segment**
  * Choose a pre-defined segment like “Free Trial Users” or “New Signups”.

<figure><img src="https://lh7-rt.googleusercontent.com/docsz/AD_4nXd7d1xwmz75mrM_tWBndutDG8fk97VT0cspEpctsUAVxw0lZvJ9P_ncTG1Xy3n-qkPlgmeSbdTgvTG1AqOfFKj_d9QAZnxkUW8yMMU-c3Uy6vU-_qN1ZPPyweC0zjmjkHM4Vktgtw?key=B7tqI3ctRltH_VsErWMcNi1J" alt=""><figcaption></figcaption></figure>

* **Create a New Segment**
  * Set up a fresh segment based on rules like:
    * “Visited pricing page”
    * “Did not complete payment”
    * “Has purchased more than twice”<br>

<figure><img src="https://lh7-rt.googleusercontent.com/docsz/AD_4nXeqN1-w7DkDimzBSfCTkiBOzAbmRtPaadbgXF7YO08uE-AdxnP-k3v45zLk5-c21Moah4w4k1lKg3DwY1QmcP4MeUDL70-zCruC8jKc0_D-iYx03flQuwFUdPDhp72a7-uHojUVOA?key=B7tqI3ctRltH_VsErWMcNi1J" alt="" width="375"><figcaption></figcaption></figure>

Step 2: Set Frequency Rules

Control how often users can enter the journey to avoid spamming:

* Only once: Ideal for onboarding or feedback flows.
* Every time conditions are met: Good for recurring behaviors like purchases.
* Custom frequency: Example – only once per 7 days.\ <br>

<figure><img src="https://lh7-rt.googleusercontent.com/docsz/AD_4nXfAIuSfHuovC0-SpAQSYIxZBG3pyUhLCjAMOwPM2fob49o7YOQQpAK-9coOp9K4fmsF35rxtrwqZnbRzQ3am_d0jbK_852XirxyOuKzadt-7-z_TxdvZbqovBrquAOmB6rWfsRGLA?key=B7tqI3ctRltH_VsErWMcNi1J" alt="" width="375"><figcaption></figcaption></figure>

Step 3: Add Actions

Now decide what should happen at each step.

You can trigger communications via:

* Email
* Push Notifications
* SMS
* WhatsApp

These can be sent using:

* Questera’s native tools
* Integrations like Klaviyo, Zapier, Instantly, Mailmodo, and more<br>

**For each action, you can:**

* Select a message template or write a new one
* Add conditions (e.g., send only if the user hasn’t already received an email)
* Monitor metrics like open rate, click rate, delivery success<br>

<figure><img src="https://lh7-rt.googleusercontent.com/docsz/AD_4nXfMuwX3ZMKWjUGuh_4ebnJ9sn5y8DfifBU0aMVZ4Edbw5zroFBjFJon1DPpzghdz55XcbPkSP3VvRBnOll1Q1xUIrxA38zWxqyphJOb5BJnunNzoDn3noUo2om7exgiJ7EoTBWS3A?key=B7tqI3ctRltH_VsErWMcNi1J" alt=""><figcaption></figcaption></figure>

Step 4: Add Delays

Delays help your journey feel timely and human:

* Wait Until: Pause until a specific action is done
* Time Window: Restrict sending to certain times&#x20;

<figure><img src="https://lh7-rt.googleusercontent.com/docsz/AD_4nXfyU3zWFeSJ24S_A0BPL8C7F-PtyiMJ5_T6jKgsGkiksM3vQLV9wbZUMWdZqRP-NzuGyxlNTGDEha02GP9eeGw_OBKh6FaLC_CpSWn3s2hGYZKf0I_nv1pSISQ1h6Uh8zSFTA_P?key=B7tqI3ctRltH_VsErWMcNi1J" alt=""><figcaption></figcaption></figure>

Step 5: Add Flows (Branching Logic)

Add smart, branching paths based on conditions to personalize each user’s experience.

**Types of flows:**

* True/False Branch:
  * E.g., Did the user open the email? Yes → next step, No → resend or send another channel
* Cohort Branch:
  * Based on user behavior traits like active users vs dormant ones.
* Multi-Split Branch:
  * Split users based on specific values.
    * E.g., Subscription type = Free, Trial, Premium → each gets a different message.<br>

<figure><img src="https://lh7-rt.googleusercontent.com/docsz/AD_4nXdHGT6El8ZN17fjzikWcjrJ0_IziaF4uhmGPMfwtAfcrwu6OZYiiTmAHTS7OdJtWJlrIbcGz9Dh63wG1b66mxeLD7R_fuIu2HVF51Wyc2e9TNzP6cadu1spT0CFEuBx1t-yY6ZUBg?key=B7tqI3ctRltH_VsErWMcNi1J" alt=""><figcaption></figcaption></figure>

**Final Step 6 : Review & Publish**

Once your journey is complete:

1. **Preview the Flow**

* Check how the flow will work for different users.

2. **Save & Publish**

* **Hit Publish** to set your journey live.
* The journey will now trigger automatically when users meet the starting conditions.