Taking your CopyAI workflows from one-off prompting to full-scale production requires a few key building blocks: standardized brand assets, automated orchestration, and smart integrations. Once these pieces are in place, you can turn a single input—like a webinar transcript or blog post—into a cascade of polished content that flows through your pipeline with minimal manual effort.
In this customer office hours session, we walked through the essential tips and tricks for scaling workflows. Click on the timestamps below to jump to each video section, or refer to the corresponding section below for a summary. You may also review the slides.
Section Timestamps
Getting Started with Workflows [0:03:07]
Standardizing with Brand Voice [0:11:26]
Standardizing with Config Files [0:15:16]
Automating Workflow Orchestration [0:19:46]
Keeping the Human in the Loop [0:23:25]
Integrations and Triggers [0:25:49]
What's Next: Tables [0:30:15]
Getting Started with Workflows [0:03:07]
If you're new to workflows, start by logging in to CopyAI and confirming you're in the correct workspace and team space. This matters because:
General (the default team space) is visible to everyone in your organization.
Personal team spaces are private and cannot be shared.
Additional team spaces let you collaborate with specific groups.
Once you're in the right place, click Create New in the top right corner to build a new workflow.
Using the Workflow Builder Chat
If you're not sure where to start, use the chat window at the bottom of the workflow canvas. Describe what you need in plain language—for example, "Create a LinkedIn post to promote a blog"—and the builder will generate an initial set of steps for you. The result won't always be perfect, but it gives you a solid starting point to refine.
Testing and Running Workflows
There are several ways to test and run a workflow:
Test button: Runs the workflow in real time without consuming credits. Useful for iterating on individual steps, but the output is transient—it won't be saved.
Run Workflow: Click Run Workflow at the top of the canvas. Results are stored in the workflow's run table (the log of all runs for that workflow). You can also run multiple rows concurrently by adding new rows with different inputs.
Run by Form: Generate a shareable form link that lets colleagues without a CopyAI license trigger the workflow. You can customize the form's appearance, select which outputs to surface, and configure a thank-you page.
API: For advanced use cases, generate an API key under Configurations and use the workflow's endpoint to trigger it programmatically from third-party systems.
Run Table vs. Data Table
The run table is the log attached to each workflow showing all of its past runs. This is different from a data table, which is a standalone data asset found in the left sidebar. Data tables will be covered in the next office hours session on Tables.
Standardizing with Brand Voice [0:11:26]
Brand Voice ensures all content generated by CopyAI matches your organization's tone and style. It's the first step toward consistent, production-ready output.
Creating a Brand Voice
Navigate to Configurations > Brand Voice.
Click Create Brand Voice.
Provide a source for analysis. You can:
Enter a URL (such as your company website) for CopyAI to analyze.
Paste text directly—for example, high-performing LinkedIn posts from a specific executive.
Review the generated brand voice profile for accuracy.
Rename it to something descriptive (e.g., "Fullcast Website" or "CEO LinkedIn").
Optionally toggle on Default across team space and Share across workspace to make it available everywhere.
You can create multiple brand voices—one for your company website, another for a specific executive's social presence, and so on.
Using Brand Voice in Chat
Once a brand voice is saved and set as the default, it will automatically appear at the bottom of any new chat session. You can switch between brand voices as needed.
Using Brand Voice in Workflows
To apply a brand voice within a workflow, add a Rewrite with Brand Voice action:
Click Add to insert a new action.
Search for Brand Voice.
Use the
#symbol to back-reference the output from a previous step.Select the brand voice you want to apply.
This adds a final pass that rewrites the output in your brand's tone and style.
Standardizing with Config Files [0:15:16]
Config files go beyond brand voice by letting you store and reuse any type of reference material—style guides, grammar guides, email examples, content structure templates, and more. Think of them as reusable memory that any workflow can call on demand.
Creating a Config File
A config file is simply a workflow where every step is a Format Output action set to plain text:
Create a new workflow.
Add Format Output actions for each piece of reference material you want to store.
Rename each action descriptively (e.g., "Social Guide," "Blog Structure," "Grammar Guide," "Outbound Email Examples").
Paste the actual content of each guide into the corresponding Format Output field.
Important: Include the word "Config" in the workflow name. This is required for CopyAI to recognize it as a config file.
Publish the workflow.
Loading a Config File in Any Workflow
In any workflow, click Add and search for Load Config.
Select the config file you want to load.
Choose which specific outputs to pull in (e.g., just the grammar guide, or all outputs at once).
Reference the loaded config data in subsequent steps using the
#back-reference.
You can load different sections of a config file at different points in the workflow, or load everything at once—whatever makes sense for the use case.
Automating Workflow Orchestration [0:19:46]
As you build more workflows, you'll notice they naturally cascade. A webinar transcript becomes a blog, which becomes a LinkedIn post, which becomes an email. Instead of manually copying output from one workflow and pasting it into the next, you can chain them together.
Running Workflows Inline
Open the "parent" workflow (the one that runs first—e.g., blog creation).
Click Add and search for Run Workflow under Orchestration.
Select Run Workflow Inline. This is the recommended option because it pulls the child workflow's output back into the parent workflow's run table, keeping everything in one place.
Map the input: use
#to pass the parent workflow's output (e.g., the generated blog) as the input to the child workflow (e.g., the LinkedIn post creator).Select the output you want returned (e.g., the generated LinkedIn post).
Rename the step for clarity (e.g., "Generate LinkedIn Post").
Inline vs. Standard Run
Run Workflow Inline returns the child workflow's output to the parent's run table—everything stays in one view.
Run Workflow (standard) passes the work to the child workflow, which runs separately. You'll need to check each workflow's run table individually to retrieve results.
Once configured, running the parent workflow will automatically execute the full chain, producing all outputs (blog + LinkedIn post) in a single run.
Keeping the Human in the Loop [0:23:25]
Even with full automation capabilities, maintaining human oversight is essential. A helpful mental model: treat AI like a brand new intern.
Set it up for success: Just as you'd show an intern where to find resources, style guides, and examples, you need to provide workflows with the right inputs, config files, and brand voice settings.
Review the work: You wouldn't let an intern publish content without review. The same applies to AI-generated output—always check before it goes out the door.
Coach and refine: If you notice recurring issues in the output, add prompting to address them. Over time, the workflow will improve, but it may never be 100% autonomous.
You own the output: Regardless of how it was generated, the person publishing the content is responsible for its quality and accuracy.
Integrations and Triggers [0:25:49]
Integrations let you trigger workflows from external systems and push outputs back into your existing tools, closing the loop between CopyAI and the rest of your tech stack.
Available Integrations
All integrations are managed under Configurations > Integrations. Native integrations include:
Slack
Salesforce
Google Docs
Microsoft Teams
HubSpot
Outreach
OneDrive
Gong
For platforms not listed, you can connect through Zapier or use the API for custom integrations.
Using Triggers
When building a workflow, click Add a Trigger to see all available trigger types. Examples include:
Salesforce: A new contact is created, or a field on a record changes.
HubSpot: A deal stage is updated.
Gong: A new call recording is available.
Table Row Change: A row in a CopyAI data table is updated (more on this in the upcoming Tables session).
Example: Contact Intelligence Automation
Trigger: A new contact is created in Salesforce with a LinkedIn profile URL.
Workflow: Run LinkedIn contact intelligence and account enrichment.
Output: Send a summary to the relevant account's Slack channel, notifying the team about the new contact.
Thinking Bigger About Process
Integrations encourage you to look at process end-to-end rather than task-by-task. Consider the full throughput of your content or GTM system:
Where are the bottlenecks?
How does work get handed off between people and systems?
Can a trigger replace a manual handoff?
By mapping the full flow—from input source to final published output—you can identify where automation adds the most value and where human review is still critical.
What's Next: Tables [0:30:15]
The next office hours session will cover Tables, one of the most powerful features in CopyAI for standardizing information at scale. While brand voice and config files are great starting points, tables offer significantly more flexibility.
Use cases for tables include:
Personas databases segmented by region, product category, or buyer role.
Customer story libraries that can be dynamically matched to the persona you're targeting.
Style and writing guides stored as structured, queryable data.
Campaign asset trackers that trigger workflows when rows are added or updated.
Tables pair directly with workflows—when a table row changes, it can trigger a workflow automatically. Details for the next session will be shared via your Customer Success Manager.