Workflows

CLEATUS Workflows run the recurring capture and business development (BD) work that your team does by hand. A workflow starts when something happens, such as a new recommendation or a pursuit phase change. Then it runs its steps in order. AI Agent steps use artificial intelligence (AI) to read, research, decide, and write. Action steps update your pipeline and send the results to your team and your tools.

Open Workflows in the sidebar, under Automation.

For step-by-step instructions, see Creating a Workflow and Managing Your Workflows.

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What workflows automate

A workflow takes a recurring job from the first signal to the finished result. These are common jobs:

• Intake triage: score each new recommendation and keep the strong fits. Add them to your pipeline with tags, assign an owner, and create the first tasks.
• Document shredding: read the solicitation and pull out every mandatory requirement into a compliance matrix. Save the file to the pursuit, or email it to the team.
• Gate preparation: score the probability of win (PWin), and run capture, compliance, black hat, and red team reviews. Fill your own PowerPoint gate template with the results. To score a bid by hand, use the free PWin Calculator.
• Pipeline reporting: email leadership a weekly report of every active pursuit and its phase. Flag pursuits that have not moved, or post a daily summary to Slack.
• Monitoring: tell the team when a contract in your pipeline gets an amendment or an award notice.

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Ways to start a workflow

Click New Workflow on the Workflows page. The New workflow page asks "What would you like to automate?" Pick one of these paths:

• Describe it. Type what must happen and when, then click the send arrow. CLEATUS opens a new workflow. Then GovCon Copilot (the CLEATUS agent) builds the trigger and steps on the canvas while you watch. Click a featured prompt, or click Browse skills for more starter prompts by category.
• Start from a template. Click Start from scratch and pick one of the ready-made templates. See Starting from a Template.
• Start blank. Click Start from scratch. Pick Blank workflow, or pick a trigger under Start blank with a trigger.

You can also ask GovCon Copilot for a workflow from any page. Open Ask CLEATUS or the Agent page and describe the automation. The agent can list the templates and create a workflow from a template or from scratch. It can also run a workflow and turn it on. It leaves a new workflow in Draft unless you ask it to turn the workflow on.

From Claude or ChatGPT, the CLEATUS connector can also create, activate, and run your workflows. See Connect Claude to CLEATUS and Connect ChatGPT to CLEATUS.

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Triggers

The trigger decides when a workflow runs. Each workflow has one trigger. The triggers are in three groups:

Group	Trigger	Runs when
Opportunities	New recommendation	CLEATUS finds a new contract match for your company.
	Saved search match	A saved search finds new contracts.
	Contract updated	A contract in your pipeline gets a new amendment or update.
	Contract awarded	A contract in your pipeline gets an award notice.
Pipeline	Contract added to pipeline	A contract enters your pipeline.
	Pursuit phase changed	A pursuit moves to a different column on your pipeline board.
	Pursuit archived	A pursuit is archived.
	Pursuit document uploaded	A teammate uploads a file to a pursuit.
Manual and scheduled	Manual trigger	You start the workflow yourself.
	Schedule	The time that you set arrives: daily, weekly, or monthly, in your timezone.
	Webhook	An outside system sends contract data to the workflow's web address.

Click the trigger on the canvas to set its options:

• New recommendation has a Minimum score from 0 to 100. The workflow runs only for recommendations at or above that score. Click Off, Low, Medium, or High for a quick setting.
• Pursuit document uploaded has File types chips. Select the file types that start a run. If you select no chips, every file type starts a run.
• Schedule has Frequency, Repeat on, Time, and Timezone.
• Webhook shows the web address to give the outside system. The Contract import type saves the contract data that it receives to CLEATUS. The address receives data only while the workflow is Live.

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Steps

Hover over a step and click the + below it to add the next step. A step can use a value from the trigger or from an earlier step. In a text field, click Insert variable or type { to pick a value, such as the contract title.

AI Agent

The AI Agent step is the reasoning step. Write its instructions in Prompt, or click Browse skills to insert one of your saved skills. The step can do these tasks:

• Search contracts and your pipeline, read the solicitation and its documents, and search the web.
• Research agencies, incumbents, competitors, award history, and contacts.
• Read your Document Hub, for example past performance, resumes, and capability statements.
• Read the draft files in a pursuit's bid package, for example to review a proposal before submission.
• Read and write the custom fields on pursuits and customer relationship management (CRM) records.
• Write a file: a Word document, PDF, Excel workbook, comma-separated values (CSV) file, or PowerPoint deck.
• Fill your own PowerPoint or Excel template from the Document Hub and keep its layout.
• Write an email body with tables and a visual summary for a Send Email step.

With an empty Output schema, the step returns text. Add fields to the Output schema to get structured records instead. Each record becomes its own item, and later steps can read each field. For example, a Number field named pwinScore can feed a condition.

Each AI Agent step uses credits when it runs. The step panel shows the cost. If your account does not have enough credits, the run stops with an error.

Conditions

• If / Else sends each item down a true branch or a false branch.
• Filter passes only the items that match your rules. The other items stop.

A rule can test any field from the trigger or an earlier step. For example, test the score, the agency, the set-aside, or the new pipeline column.

Actions

Actions do the work. They are grouped here by purpose:

• Tell people: Notification (in the app), Send Email, Slack Message, and Teams Message.
• Change the pipeline: Add to Pipeline, Remove from Pipeline, Change Phase, Update Pursuit, Manage Tags, Assign Member, Set Field, Create Task, and Log Note.
• Produce documents and proposals: Save Document, Google Drive, SharePoint, Start Proposal, and Start Workspace. See Using Workspaces.
• Reach other systems: Webhook and Zapier.

One step can feed several steps that run at the same time. Hover over a step and click Add parallel step. Click Auto-organize in the canvas toolbar to arrange the branches.

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Where the results go

Destination	Step	What it does
Email	Send Email	Emails all members, admins, selected members, or any email address. It can attach the files that an earlier AI Agent step wrote.
CLEATUS notifications	Notification	Sends an in-app notification. Turn on Batch items to send one message that lists every item.
Slack	Slack Message	Posts to a Slack channel. See Connect Slack to CLEATUS.
Microsoft Teams	Teams Message	Posts to a Teams channel. See Connect Microsoft Teams to CLEATUS.
Zapier	Zapier	Sends each item to your Zap, and on to thousands of other apps. See Integrate Zapier with CLEATUS.
Your CRM or any web service	Webhook	Sends a web request to your endpoint. See Send CLEATUS opportunities to your CRM with webhooks.
Google Drive and SharePoint	Google Drive, SharePoint	Uploads a file from an AI Agent step to a folder, or creates a folder.
Document Hub and pursuits	Save Document	Saves a file from an AI Agent step to Pursuit Documents or to a Document Hub folder.
Pursuit details	Update Pursuit, Change Phase, Manage Tags, Assign Member, Log Note	Changes the pursuit: its value, title, dates, set-aside, phase, tags, members, or activity notes.
Tasks	Create Task	Creates a task on a pursuit, with assignees and a due date.
Custom fields	Set Field	Writes one custom field on a pursuit, person, company, or agency. See Adding Custom Fields.

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Safety and control

Workflows act on real data, so CLEATUS gives you checks before and after each run:

• Draft first. Every new workflow starts as a Draft and does not run on its own.
• A test before going live. Click Run test to run the workflow once on a sample from your account. In the editor, a workflow can go live only after a test run completes. Then a Draft / Live switch replaces the Run test button.
• Dry runs from the agent. When GovCon Copilot tests a draft workflow, it runs a dry run. The steps run, but email and pipeline changes are skipped.
• Checks before a test. Run test stays off until every step has its required settings. A step can need a channel, a column, or a member.
• Edit history. Click History to see each saved change and the steps that it added or removed. Click Restore to go back.
• Run details. The Runs tab shows every run, with the status, the inputs, and the outputs of each step. A failed step shows its error message.
• Pause at any time. Turn the switch off, or select Pause in the workflow's menu on the Workflows page. A paused workflow does not run until you resume it.
• No loops. A Change Phase step can start another workflow that uses the Pursuit phase changed trigger. CLEATUS does not start the same workflow twice in one chain of events.

See Managing Your Workflows for runs, edit history, and the workflow menu.

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Run a workflow from a pursuit

A workflow with the Manual trigger can run on one pursuit. Open the pursuit, click Run Workflow, and select a live workflow from Manual Workflows. The pursuit and its contract details go into the run. Click View run in the confirmation to follow it.

See Automating Your Pipeline for more pipeline automations.

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Who can use Workflows

• Workflows are part of the DATA + AI + Automations plan and higher plans. On other plans, the Workflows page shows an upgrade prompt.
• If your subscription ends or drops below DATA + AI + Automations, your workflows stop running. Each workflow keeps its status, so it runs again when your plan is active again.
• Every member of your company sees and edits the same workflows.

See Plans and pricing.

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Related articles

• Creating a Workflow
• Managing Your Workflows
• Starting from a Template
• Automating Your Pipeline
• GovCon Copilot
• Pursuit