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A value story shows up on the deal before the rep asks for one. Right now, whether a deal gets a value asset depends on whether a rep remembers to build one. Workflows turns attachment from a habit you have to train into a rule the system runs. You set the rule once. Minoa watches your deals, drafts the right document, and sends it to the deal owner.

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How a workflow works

When something happens on the deal, if the deal qualifies, then send the right thing to the deal owner. Image

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Automatically send drafted documents

Below are documents that Minoa can put together and send directly to a deal owner’s inbox. They can use the document as is or be redirected to Minoa to further customize and edit.
  • Account POV
  • Build vs. Buy
  • Cost of Inaction
  • Deal Handoff
  • Discovery Summary
  • One-Page Business Case
  • Time Machine Retro
  • Value Hypothesis.

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Flag what’s missing and send a reminder

You can also send alerts to remind a rep to create a value story. Not every workflow should draft something. Sometimes the right move is to tell the rep the deal is thin and hand them the link. Example: a deal hits a particular stage with no business case attached. The owner gets an email that says so, with a one-click path to build it. No auto-draft, because a business case a rep did not touch is a business case they cannot defend.

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Three workflows worth stealing

  • First call, no case yet. A discovery call gets recorded on a deal with no business case. Send the Value Hypothesis.
  • Build-in-house talk detected. The transcript shows the buyer weighing an internal build. Send Build vs. Buy.
  • Late stage, nothing attached. The deal moves to Negotiation without a business case. Email the owner and ask them to build one.
Start with one. Watch it for two weeks. Then add the next.

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Before you set one up

  • Your CRM is connected and syncing (Salesforce or HubSpot), and the integration is live in production, not sandbox.
  • Your call recording is connected if you want to trigger on calls.
  • Transcript analysis is on if you want to filter on what was said.
  • You have admin access to Settings.
Every tenant ships with a set of seeded workflows. All of them arrive turned off. Nothing sends until you turn it on.

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Set one up

  1. Go to Settings → Workflows and create a new workflow.
  2. Name it so the next admin knows what it does. “Late stage, no BC, nudge owner” beats “Workflow 3.”
  3. Pick the trigger. A call, or a stage change.
  4. Narrow the cohort. Stage, industry, company size, whether a business case already exists, what the call covered. Every filter you add cuts noise and cost.
  5. Choose the action. A document, or a missing-asset reminder.
  6. Write the criteria in plain English. This is the part that matters most. Tell the agent when this document is worth sending and when it is not. “Only if the buyer named a metric they are trying to move” is a real instruction.
  7. Set the cooldown and the recipient. Cooldown is how long before the same deal can trigger again. Default recipient is the CRM deal owner.
  8. Save it off. Watch the run log. Then turn it on. A workflow that has never been observed should not be live.

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Why it will not spam your reps

The loudest objection we hear is that automation cracks out a bunch of junk. So firing the trigger is not permission to send. Two gates sit in front of every run.
  1. Hard checks. The deal has an active owner with an email. The cooldown is clear. The document does not already exist. The deal is eligible, so services shells and test opps drop out. Your workspace is under its daily email cap.
  2. A judgment call. An agent reads the deal and reads your criteria, then decides send or skip. It has read-only access to account context, call summaries, transcripts, and the deal timeline. It cannot change anything. It returns a decision and a reason.
Every run, sent or skipped, lands in the run log with that reason. You tune the rule from evidence instead of guessing.

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Read the run log

Settings → Workflows → Run log. It shows every run, filterable, with:
  • Sent or skipped, and why
  • Which deal and which trigger fired it
  • The recipient and the document link
  • Attempts and timestamps
Two questions you should be able to answer from this screen alone: what will this do to my next twenty deals, and why did it do that. If a workflow is skipping everything, your criteria are too tight. If it is sending things reps ignore, turn it off. That is a real answer.

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Limits, on purpose

  • Two triggers. A call, or a stage change. No schedules, no webhooks.
  • One shape per rule. One action, one recipient. No branching.
  • Built-in filters only. Stage, industry, size, business-case presence, call evidence. Custom CRM fields are not in scope yet.
  • 20 active workflows per workspace.
  • Cooldowns from 1 to 90 days.
  • A daily email cap per workspace, so a busy week cannot blast the field.
  • Runs retry up to three times, then stop and log the failure.
  • Pricing documents are excluded.
Turning a workflow off takes effect on the next run. There is no queue to drain.

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FAQ

Who can create and edit workflows? Admins, from Settings. Seeded system defaults can be toggled but not deleted. Does deleting a workflow delete its history? No. Run history is immutable. Deleting the workflow stops future runs and keeps the audit trail. Where does the data go? Nowhere. Everything stays inside your workspace. Call-evidence filters need transcript analysis enabled on your side. Can I send to someone other than the deal owner? Not yet. Today every workflow delivers to the CRM deal owner. What if the same deal keeps triggering? That is what the cooldown is for. Set it to the shortest interval you would actually want to hear from us on the same deal. How many should we run? Start with 1-3, and build up to additional flows that make sense for your teams.