What Are Workflows?

Workflows help you process large volumes of documents automatically. Instead of reading and evaluating each document by hand, Respeak's AI takes care of the work for you.

What Can a Workflow Do?

A workflow offers two features that you can use individually or together:

Categorization

The AI reads your documents and automatically assigns them to the right categories. You define the categories in advance - for example "Invoice", "Contract", or "Application". The AI then decides which category each document belongs to.

Extraction

The AI reads your documents and enters specific information into a table. You define the columns beforehand - for example "Sender", "Date", or "Amount". The AI searches each document for this information and fills in the table automatically.

Both Combined

When you use both features together, your documents are categorized and tabulated in a single step.

A Typical Example

Imagine you receive 200 applications by email. With a workflow, you can have all applications sorted by topic automatically (e.g. "Building permit", "Grant application", "Complaints"), extract key fields like name, date, and subject into a table at the same time, and then download the results as a CSV file for further processing. This saves you hours of manual work.

How Does a Workflow Run?

Every workflow follows three simple steps:

Afterwards, you can review the results directly in Respeak or export them as a CSV file.

Where Do I Find Workflows?

You can find workflows in the main menu under Workflows. There you will see an overview of all available workflow types and can get started right away.

Roles & Permissions

Access to workflows is controlled by a dedicated workflow role. By default, each user's workflow role is derived from their workspace role:

Workspace admins can also override this individually via the user's permissions panel (see Invite Users & Assign Roles).

The following table shows what each workflow role can do: