1. Overview of the service
Moxo is an AI-native business process orchestration platform. It enables organizations to build, run, and manage structured, repeatable business processes that combine human tasks and AI Agents, within a team and across organizational boundaries.
The core experience is conversational: an authorized user describes a process in plain language, and Moxo's AI builder produces a structured workflow with appropriate step types, participant roles, conditional logic, and configuration. The user publishes the workflow as a reusable Template and launches it as one or more running Flows. Participants — internal team members or external contacts — complete their assigned tasks, while automated and AI-assisted steps run in between.
The service is delivered through two complementary experiences:
Orchestrator portal:The authenticated environment where internal team members build, launch, monitor, and administer workflows.
Assignee portal:The task-completion environment for participants, accessible by external contacts via secure links without an account, or through a branded portal dashboard for recurring participants.
2. Key terms
Key terms used in this document:
Organization:A single customer tenant within the multi-tenant Service. All Customer Data is logically isolated to the Organization to which it belongs.
Member:An authenticated internal user of an Organization who builds, launches, and manages workflows in the Orchestrator Portal, subject to assigned permissions.
Assignee / Participant:Any person who completes one or more tasks in a running Flow. Assignees may be internal Members or external Contacts.
Contact:An external participant (e.g., a client, vendor, applicant, or partner) recorded in the Organization, who accesses tasks without requiring an Orchestrator Portal account.
Template:A reusable workflow blueprint defining steps, roles, logic, and configuration.
Flow:A single running instance of a Template, carrying its own data and status.
Step:An atomic unit of work within a Flow: a human action, a control/logic element, or an automated (including AI) action.
Role:A named participant slot within a Template (e.g., "Client," "Reviewer") that is resolved to a specific person when a Flow starts.
Magic Link:A secure, time-limited link that grants account-free access to a specific assigned task.
Agent:A configurable AI participant that can prepare, advise on, review, or autonomously perform designated steps, subject to the Organization's configuration.
Dynamic data reference (DDR):A placeholder that resolves at run time to data captured earlier in the Flow (for example, a prior step's output, a participant's contact details, or an organization property), used to pass information between steps.
Customer data:All data, content, and files submitted to or generated within the Service by or on behalf of the customer and its participants.
3. User interfaces
3.1 Orchestrator portal (Authenticated)
The Orchestrator Portal is the operational home for Members. It provides:
Home:A daily starting point summarizing items needing attention (your turn, overdue, escalated, stalled, failed, and AI-review items), recent activity, and process-health highlights.
Build:The AI workflow builder, Template editor, visual workflow canvas, form builder, and Template gallery for creating and maintaining Templates.
Run:The Flows list with status tracking, filtering, saved views, list and board (Kanban) layouts, and per-Flow detail.
Manage:Reporting and analytics, including process-health scoring, SLA and bottleneck analysis, and account-level views.
People:Members, Contacts, contact groups, accounts (companies), and personas.
Schedules:Recurring, time-based Flow triggers.
Integrations:Connection management for third-party applications and services.
Agents:Create and manage reusable AI agents in the Agent Foundry.
Audit:Per-Flow activity timelines and the Organization audit log, with export.
Settings:Oganization, branding, authentication, and notification configuration.
3.2 Assignee portal (Link, one-time-passcode, or single sign-on access)
The Assignee Portal is the task-completion experience for all participants. Internal Members reach it from the Orchestrator Portal; external Contacts reach it via a Magic Link (no account required) or through a branded portal dashboard. It provides:
- A branded, white-labeled environment (logo, colors, brand palette, and company name).
- A journey panel showing the participant's assigned steps and progress.
- Step-by-step task completion with an interface tailored to each step type.
- Two-way chat with the Organization's team and an AI assistant for guided completion.
- A multi-page portal dashboard (sign-in, task dashboard, available-workflow catalog, and profile) for recurring participants.
3.3 Reach
The Orchestrator Portal and Assignee Portal are responsive and operate in modern desktop and mobile web browsers. The kickoff form for a branded portal can be embedded as a widget on a customer's own website to start Flows in context.
4. Core functionality
4.1 Process design
AI workflow builder:Members describe a process in natural language and Moxo generates a complete, structured workflow — step types, roles, branching, and configuration. The builder supports iterative editing ("add a compliance review after the document upload"), clarification prompts for ambiguous requirements, and the ability to interpret an uploaded document (such as a PDF of an existing procedure).
Step type library:More than thirty step types are available across three categories — human actions, control/logic, and automations — providing a consistent vocabulary for what a workflow can do (see Sections 4.2, 4.3, and 5 for representative types).
Form builder:A visual form editor with AI assistance and a rich set of field types, driving validation and AI pre-fill.
Visual workflow editor:A drag-and-configure canvas for manual creation and editing of workflows, complementing the AI builder.
Template gallery:A curated library of ready-to-use Templates spanning common business scenarios (client onboarding, banking, insurance, healthcare, legal, professional services, and more), importable as drafts for customization.
Process import:Conversion of an existing written process — pasted text or uploaded documents — into a draft Template using AI (documents can be imported individually or in batch).
Template management:Create, edit, organize (folders), and assign ownership of Templates, with per-user permissions (execute, edit, coordinate, view) and immutable version history.
Publish validation:Declarative validation rules surface configuration warnings while building and block publication of a Template that is missing required configuration.
4.2 Process execution
Flow lifecycle:Flows progress through active, completed, cancelled, and terminated states, with sequential and parallel step execution.
Branching and routing:Single-choice (first matching path), multi-choice (every matching path in parallel), parallel (all paths concurrently, rejoining when complete), and jump (revision-loop) logic.
Iteration:"For-each" execution runs a set of steps once per item in a list.
Sub-flows:A Flow can launch a child Flow from another Template and wait for it to complete, enabling reusable, composable process modules.
Dynamic data references:Data captured in earlier steps, participant contact details, and organization properties can be referenced in later steps, validated when the workflow is built.
Automation chaining:When an automated step completes, the engine advances immediately; consecutive automated steps run without waiting.
Roles and assignment:Roles resolve to real participants at Flow start via fixed contact, a kickoff form field, a Flow value, round-robin, or rules-based strategies. Group assignments support completion modes (any one, all, or majority).
Due dates and escalation:Steps can carry due dates with configurable reminders and escalation routing.
Assisted steps:A human-action step can be augmented with up to three assistive slots — a preparer (stages the work), an advisor (recommends), and a reviewer (validates the submission) — each fillable by a person or an AI agent.
4.3 Artificial intelligence
AI automation steps:Built-in AI steps perform custom prompting, structured data extraction from documents, summarization, transcription, translation, and content generation.
Agent foundry:A dedicated, no-code builder for creating custom, reusable AI agents — with versioned instructions, uploaded knowledge sources for retrieval, configurable guardrails, and connections to external tools (see Section 5). Agents built in the Foundry can run as automated workflow steps or assist people on human steps (prepare, advise, or review).
AI assistance on human steps:Agents can prepare a step (pre-fill fields or stage context), advise before a person acts (show a recommendation), or review a submission before completion (validate and, where configured, request a revision).
Conversational copilots:In-product AI assistants help build workflows, configure individual steps, generate agents, and answer questions about reports.
Model handling:Moxo routes AI work across leading foundation models and selects an appropriate model for each task. Customers may connect their own model provider credentials ("Bring Your Own Model"). AI usage is visible to the customer.
4.4 Participants and access
Contacts, groups and accounts:External participants are organized as Contacts, grouped, and associated with accounts (companies). Contacts may use email or phone as their primary channel.
Magic links:Time-limited, single-purpose links provide account-free task access; link validity is configurable.
Member authentication:Members sign in via email one-time passcode or Google sign-in; enterprise single sign-on is available (see Section 10).
Portal authentication:Recurring external participants can access the portal dashboard via one-time passcode or, where configured, single sign-on.
Permission groups:Module-level access control governs what each Member can do; default groups are provided and can be customized per Organization.
Personas:Personas grant participants access to one or more branded portals and control what each participant group sees.
Programmatic access:Personal access tokens and organization API keys (with scoped permissions and revocation) authorize programmatic use of the Service where enabled (see Section 10).
5. Integrations and automations
Moxo connects to external systems both as triggers that start workflows and as actions that workflows perform. Connections are managed centrally per Organization, with credentials stored securely and access controlled by administrator settings.
Communication and collaboration:Slack and Microsoft Teams — flow-event notifications to channels and direct messages to participants.
E-signature and documents:Native E-Signature — in-product signing with cryptographic proofs, visual field placement on uploaded PDFs, sequential or parallel signing, AI-assisted field detection, and a certificate of completion. Standards-based digital signatures (PAdES) are supported through Moxo's signing provider.
DocuSign — a dedicated signing step using DocuSign templates, with automatic envelope creation, embedded signing, and completion tracking.
Dynamic Document Signing — sign documents generated earlier in the same Flow, with role-aware field assignment for multiple signers.
CRM and business applications:HubSpot — synchronization of sign-ups and related data; CRM-event triggers.
App-Triggered Flows — automatically start Flows from events in connected tools, with field mapping into Flow inputs and roles (supported sources include HubSpot, Salesforce, Zoho Desk, and Microsoft Dynamics 365).
External Application Actions — call third-party applications (across CRM, finance, project management, file storage, communication, and document categories) directly from a workflow step, with input mapping and output extraction.
Scheduling and calendar:Zoom Scheduler — let participants book meetings from within a Flow.
Calendar — availability checks and event creation across Google Calendar, Microsoft Teams calendar, and Zoom.
Time Booking — calendar-driven scheduling within a workflow step.
Developer and extensibility:REST API Step — call any HTTP endpoint from a workflow step, with authentication, request/response mapping, and safeguards.
Public REST API — an OpenAPI 3.1–specified API for workflows, Templates, and contacts, authenticated by personal access tokens or organization API keys.
Model Context Protocol (MCP) — workflows can call MCP servers as tools; Moxo also exposes itself as an MCP server so approved AI clients can operate on workflows, Templates, participants, and reports.
Incoming and Outgoing Webhooks — start Flows from external systems, and deliver signed event notifications (flow started, step completed, flow completed, cancelled, overdue, escalated, and chat events) to external systems.
Email Trigger — start Flows by emailing a unique inbox address; the email's content becomes available as Dynamic Data References.
Scheduled Flows — recurring, time-based triggers, including daily, weekly, monthly, yearly, interval, and month-end-relative patterns.
Built-in automation steps:(No external connection required) include sending system emails, posting in-flow chat messages, updating Flow fields and metadata mid-execution, applying business rules, and performing deterministic calculations.
Some integrations require the customer to supply provider credentials.
6. Branding and white-labeling
Portal branding:Apply an Organization logo, primary and accent colors, brand palette, cover image, and welcome message to the Assignee Portal, with live preview. Portal-specific overrides allow distinct identities for different portals within one Organization.
Custom subdomain:Access portals via a branded Moxo subdomain (for example, acme.moxo.com) with automatic certificate provisioning.
Custom domain:Serve portals from the customer's own domain (verified via DNS), with automatic SSL provisioning and renewal.
Custom email sender:Send transactional notifications through the Organization's own email provider (including major providers and generic SMTP), with credential verification and a configurable fallback mode.
Customizable email templates:Edit subject lines, headings, body text, and button labels for key notification types, with dynamic merge fields and live preview, including separate variants for reminder messages and an optional first-touch welcome email.
Portal appearance:Configure light, dark, or device-matched appearance and full brand theming for participant-facing portals.
Embeddable forms:Embed a branded kickoff form on a customer website to start workflows without leaving the host site.
7. Communication and notifications
Notifications are the Service's primary delivery mechanism for keeping work moving. Moxo supports:
Channels:Email, SMS, in-app notifications, in-flow chat, and external delivery to Slack, Microsoft Teams, and custom webhooks.
Reminders and escalations:Configurable reminders (nudge, due-soon, overdue) and escalation routing for overdue steps, stalled Flows, automation failures, and unresolved chat threads.
Bundling and frequency control:Automatic bundling of simultaneous assignments into a single message, frequency caps and deduplication to prevent repeat notifications, and a consolidated daily or weekly digest delivered in each Member's local time zone.
Targeting and preferences:Per-role notification overrides at the Template level and per-Member channel and frequency preferences.
Deliverability aids:Presence-aware deferral of redundant emails when a Member is already viewing a Flow, and the option to remove clickable links from emails for compliance scenarios.
8. Management and reporting
8.1 Administration
Team management:Invite Members, assign roles and permission groups, manage profiles, and remove Members. Bulk import of Members and Contacts via CSV is supported.
Permission groups:Customizable, module-level access control with sensible defaults.
Organization settings and lifecycle:Manage Organization identity, authentication policy, branding, notification defaults, and data retention. Organization archival and deletion are handled with a compliance audit trail and a grace period.
Capability controls:Administrators can disable specific step types or integrations for their Organization, hiding them from the builder without affecting in-flight Flows.
Custom fields:Template-level metadata fields (status, list, text) that can be set per Flow and used for filtering, grouping, and downstream references.
8.2 Reporting and analytics
Analytics dashboard:Flow performance, assignee workload, Member activity, SLA compliance, bottleneck detection, and account-health scoring.
Process Health:A composite, per-Template health score combining on-time rate, SLA compliance, cycle-time trend, escalation rate, and completion rate, with period-over-period comparison.
AI analytics chat:A natural-language interface for asking ad-hoc questions about workflow performance and trends.
Saved views and search:Save and pin filter combinations on the Flows list, switch between list and board layouts, and use a global command-palette search.
8.3 Audit and records
Audit log:A compliance-grade record of significant actions across the Organization (authentication, configuration changes, data changes, and more), with full-text search and multi-dimensional filtering.
Per-flow activity timeline:A curated business-event feed on each Flow's detail page.
Export and tamper evidence:Audit and activity records export to CSV, JSON, or PDF with chain-of-custody headers and a SHA-256 fingerprint; export actions are themselves logged.
Flow and Template Export:Download a complete Flow record (summary, per-step detail, audit trail, and attachments) as an archive; export and import Templates for cross-Organization reuse.
9. Security, privacy and data handling
Multi-tenant isolation:Every request and database query is scoped to a single Organization. Role-based access control prevents access across Organizations.
Encryption in transit:All network traffic is protected with TLS 1.2 or higher; HTTP is redirected to HTTPS and session cookies are secured.
Encryption at rest:Private Customer files are encrypted using customer-dedicated, managed encryption keys with periodic rotation; public assets use server-side AES-256 encryption. Stored integration credentials are encrypted.
Authentication:Moxo does not store passwords; Members authenticate via email one-time passcode, Google sign-in, or SAML 2.0 single sign-on. Multi-factor authentication (SMS, authenticator apps, and hardware/platform security keys) and per-domain SSO enforcement are available. (MFA and SSO availability are described in Section 10.)
Per-audience authentication policy:Administrators can set distinct authentication requirements for Members versus external participants, including MFA enforcement, SSO, and session duration.
Malware scanning:Uploaded files are scanned for malware; files identified as malicious are removed from storage while metadata and audit records are retained.
Audit and tamper evidence:Significant actions are recorded as immutable events; exports carry SHA-256 fingerprints for integrity verification.
Data retention and deletion:Organizations may configure automatic deletion of file contents after a defined period following Flow completion or cancellation, retaining metadata and audit records. Moxo supports data-subject deletion (right to erasure) and data export.
Logging and observability:Operational logs are emitted in a structured, standards-based format with request correlation; sensitive fields are redacted, and an enhanced redaction mode is available for regulated customers.
Infrastructure and compliance:The Service is hosted on Amazon Web Services. Moxo undergoes SOC 2 Type II auditing. The underlying AWS services used by the Service are HIPAA-eligible. The Service supports GDPR-aligned data export and deletion.
10. Advanced capabilities
The following capabilities extend the Service for power users, developers, and enterprises.
Single sign-on (SAML 2.0):Corporate identity federation for Members and participants, with multi-certificate support, configurable assertion signing, and per-domain enforcement.
Multi-factor authentication:SMS, authenticator-app (TOTP), and security-key (WebAuthn) factors with step-up challenges and Organization-wide enforcement.
Public REST API and webhooks:Programmatic access and event delivery for custom integrations and automation.
Model context protocol (MCP) server:Tool-based AI access to and from the Service.
Bring your own model:Connect your own foundation-model provider credentials so AI steps run on your own model account.
Sub-flows, agent roles, and advanced steps:Composable workflows, multi-stakeholder role design, and the extended step library.
Data tables:Organization-scoped reference-data stores that workflows can read and write, with optional record-change triggers that start Flows.
Custom domains and custom email sender:Full white-label delivery (see Section 6).
Custom user fields:Administrator-defined attributes on Members and Contacts that feed embedded-experience scoping and data views.
