How to build an agentic workflow in Moxo (step-by-step)

There's a certain point in building any workflow where the promise of automation starts to feel like a cruel joke.

You've mapped your process. You've identified the steps. And yet somehow, you're still chasing signatures via email, nudging Karen in Finance for that approval she forgot about, and answering the same client question for the fourteenth time this quarter.

The problem isn't that you lack tools. It's that most workflow builders treat automation like a light switch: either fully manual or fully autonomous. Real business processes don't work that way. They require human judgment at critical moments while the surrounding coordination work buries teams in manual overhead.

According to McKinsey, about 69% of managerial tasks (approvals, status checks, scheduling) can be automated. Building an agentic workflow in Moxo means separating judgment from execution. AI agents handle validation, routing, and follow-ups.

Humans stay accountable for the decisions that matter. The result is faster cycle times and processes that scale without proportional headcount growth.

This tutorial walks you through the complete build, from defining your goal to deploying a live workflow.

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Key takeaways

Start with outcomes, not features. Define what your workflow must accomplish and where human judgment is required before touching Moxo's workflow builder.

Use Moxo's visual builder to assemble actions and controls. Drag-and-drop tools combine forms, file requests, approvals, e-signatures, and AI agents into coordinated flows.

Human-in-the-loop triggers preserve accountability. Conditional branches ensure humans intervene at high-stakes moments without slowing routine execution.

Magic Links remove adoption friction. External stakeholders can complete workflow steps without creating accounts.

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1. Setting the high-level goal

Before you build anything, answer one question: what does success look like when this workflow completes?

Most workflow projects fail because teams skip this step. They end up with beautifully designed flows that nobody uses because they don't solve the actual problem.

A clear goal drives everything that follows. It determines which actions you include, where AI agents accelerate execution, and where humans must intervene. "Automate client onboarding to reduce manual follow-ups" is specific. "Build a better process" is useless.

Draft a simple sequence in Moxo: Intake → Review → Approval → E-Sign → Completion. Identify stakeholders and mark decision milestones where humans must intervene. This planning phase creates the clarity that makes your Moxo workflow effective rather than decorative.

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2. Selecting tools (form, doc, signature)

In Moxo's Flow Builder, actions are your building blocks: the individual steps participants complete.

Form actions capture structured data. Use these for intake questionnaires or checklists where you need consistent information. The alternative (parsing data from email attachments) is operational purgatory.

File request actions collect documents securely. When a client needs to upload a W-2 or signed contract, Moxo keeps everything in one place with clear audit trails. Compare this to the client who responds to your secure link by attaching sensitive files to a regular email with the subject line "here u go."

E-signature actions capture legally binding approvals directly within the workflow.

Approval actions route decisions with SLAs. Configure each action with a clear name, assignee, and due date. Only add actions that move toward your defined outcome.

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3. Setting human-in-the-loop triggers

The hardest part of any cross-department process isn't the work itself. It's coordinating everything around the decision.

Moxo's workflow controls create explicit checkpoints where AI execution pauses for human judgment, then continues once rendered.

Use approval controls for structured sign-offs. Compliance reviews, manager authorizations, legal approvals. These judgment moments deserve explicit workflow steps, not email threads that get buried.

Use conditional branches for logic-based routing. If the intake form shows "High Risk," Moxo routes to Risk Review. If deal value exceeds $50,000, add Finance approval. Humans intervene only when intervention matters.

Configure escalation rules for non-response. What happens if an approver doesn't act within the SLA? Moxo can reassign the task or alert a supervisor automatically. No more "just checking in" emails haunting your inbox.

The principle: AI handles twenty steps, humans handle two. But those two moments carry disproportionate impact. Moxo makes sure they happen at the right time with the right context.

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4. Adding AI agents to enhance workflow

Moxo's AI agents operate inside workflows, not on top of them. They handle execution work surrounding human decisions: reviewing submissions, validating data, preparing documents.

AI Review Agents verify completeness and flag issues. Missing fields? Flagged. Inconsistent data? Flagged. Only complete submissions proceed, so humans aren't wasting time reviewing half-finished work.

AI Prepare Agents stage context before actions reach participants. Pre-fill forms, attach relevant documents, compile history. Every handoff includes what decision-makers need.

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5. Preview, test, and debug your workflow

Use Moxo's built-in preview mode to simulate execution on desktop and mobile. Walk through the entire sequence, verify branch logic and confirm the AI agent triggers fire correctly.

Run test passes with internal users. Real people reveal problems preview mode misses. Test both happy paths (everything works) and exception paths (validations fail, approvers don't respond).

Test now. Save yourself the pain of discovering problems after deployment.

6. Deploy to portal and enable Magic Links

Magic Links let external users start workflows without logging in. You create the link, send it via email, and participants land directly on their pending action.

This matters because operations leaders are accountable for outcomes but rarely control everyone involved. If your workflow requires heavy adoption overhead, people route around it. Work shifts back to email and accountability disappears.

A process without participation isn't a process. It's a shared assumption. Moxo's Magic Links turn assumptions into actions.

Flow Automations extend deployment further, triggering workflows from CRMs, payment systems, or notification services.

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7. Monitor and optimize post-deployment

Moxo's operational visibility tools track completion times, SLA compliance, and bottlenecks. Look for patterns: where does work stall? Which approvals consistently miss deadlines?

Iterate based on evidence. Add reminders where work stalls. Adjust SLAs where they're unrealistic. Expand AI agent capabilities where validation catches recurring errors.

Every iteration reduces coordination overhead and shortens cycle times. The workflow you build today determines the operational capacity you'll have tomorrow.

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Setting up your first successful workflow

Building an agentic workflow isn't about replacing human judgment. It's about recognizing that coordination overhead, not decision-making, is what actually slows processes down.

Moxo provides a process orchestration platform that separates these concerns. AI agents handle preparation, validation, and routing. Humans handle approvals, exceptions, and risk calls where accountability matters. The result: faster execution, clearer ownership, and processes that scale.

Get hands-on with Moxo and turn your manual processes into coordinated workflows that actually run.

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FAQs

What if my external stakeholders won't use another platform?

Magic Links solve this. Participants take action without creating accounts. The adoption friction that kills most workflow tools doesn't exist in Moxo.

How long does it take to build a workflow?

Simple workflows take hours. Complex multi-party processes with conditional logic take days to weeks. Moxo's visual builder accelerates configuration, but the real investment is process design.

What's the difference between an AI agent and a chatbot?

Chatbots respond to queries in isolation. Moxo's AI agents operate inside workflows with context about what's happened and what comes next. They're process-aware collaborators, not conversational interfaces.

Can Moxo integrate with systems we already use?

Yes. Flow Automations connect to CRMs, ERPs, and payment systems through APIs and webhooks. Moxo becomes the orchestration layer across your existing infrastructure.

Where should I start?

Pick a process that causes visible pain and involves external stakeholders. Client onboarding, vendor qualification, and document approvals are common starting points because they span boundaries and suffer from coordination breakdown.

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