Tutorial — scenario overview
This page maps common department scenarios (aligned with your reference diagrams) to WhatoFlow features. For step-by-step UI actions, use Chapters 1–6 together with each chapter’s “Tutorial” box at the end.
1. HR / general affairs (leave, onboarding, expenses)
| Scenario (diagram concept) | Work summary | Typical WhatoFlow approach |
|---|---|---|
| AI HR assistant (leave / OT intake, policy lookup, manager notify, stats) |
Colleagues submit on WhatsApp; managers approve in the same channel; HR keeps records and reminders. | Start from Studio Build App by describing a leave / OT approval flow, then refine. Studio: form management (leave / OT) + message templates + workflow (send form or wait for reply → branch → optional Dataset for leave rules → running forms for approval). Wait for reply can enable validation, pick an AI staff profile, and attach a knowledge base for policy lookup. Filed documents appear in the document library; attendance stats can use form instance reports or AI BI Builder. |
| AI onboarding specialist (collect IDs, documents, filing, reminders) |
New hires fill or upload on WhatsApp; HR auto-aggregates. | Send e-Form or Meta Flows forms for fields; Dataset query/update for rosters when needed; Admin for contacts and permissions. Advanced: Generate document / HTML report for a filing summary. |
| AI expense management (intake, receipt read, GL hint, approval) |
Colleagues upload receipt photos; system extracts amount and merchant for managers. | Wait for reply (ask for images) + Generate HTML report or document (AI provider, staff profile; PDF templates supported) to structure receipt data; Send e-Form for extra fields; Running forms for finance approval. Outputs are available in the document library. |
2. Sales / operations / field (quotes, orders, logistics, site)
| Scenario (diagram concept) | Work summary | Typical WhatoFlow approach |
|---|---|---|
| AI sales (quote / order) | Collect needs from chat, surface quotes or orders, notify warehouse. | Workflow: wait for reply → Dataset for catalogue / price (spreadsheet or Odoo) → branch; customer ordering via Commerce or in-chat Institution ordering cart / AI chat ordering cart; WPA as a self-service portal (installable to the phone home screen). Conversations appear in ChatBot inbox. |
| AI logistics coordinator | Notify delivery status, capture proof of receipt. | Send template / Message for status; Request location or Wait for reply for POD; Running apps to track each run. |
| AI site clerk (daily reports, defects, change requests) |
Field text/photos, AI summarises into reports or work orders. | Send e-Form or wait for reply for text/images → Generate HTML report / document (prior step, Dataset, or report template library) for daily or defect logs; photos can be laid out with template reports; scheduling uses the calendar page and calendar nodes. Site or ERP work can use the Odoo node or Call external API (configured in API management). |
3. Chapter quick links
- Chapter 1 Tutorial: dashboard, published apps, pending forms, run tracking, ChatBot inbox, calendar, document library
- Chapter 2 Tutorial: Build App, forms, templates, nodes, datasets, AI staff, knowledge base, report templates, CUI Apps Package, sequence numbers
- Chapter 3 Tutorial: commerce, WPA, orders / carts, PWA install
- Chapter 4 Tutorial: AI BI Builder, form and operations reports, template reports
- Chapter 5 Tutorial: lists, accounts, permissions, WhatsApp connection, API and billing unit prices
- Chapter 6 Tutorial: preferences, tours, Ask me
Available flows and fields depend on your company’s permissions, template approvals, and consultant configuration; the tables describe product capabilities, not a single bundled template.