Lesson 2: Send each student to the right counsellor

VCVidya Coaching CentreLesson 2 of 6 · 10 min

Goal: JEE enquiries to Amit, NEET enquiries to Sneha.

EnquirySheetscourse = JEE → Amit's invitecourse = NEET → Sneha's invite

You'll learnConditionsBranches

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The situation

Lesson 1 works, but every parent now gets the same message. JEE parents want to talk to Amit about the IIT batch; NEET parents want Sneha and the medical batch. We want the first WhatsApp to come from the right counsellor, with the right batch details.

Neha Joshi, Operations head · Vidya Coaching

The idea: paths with conditions

A workflow can split into paths. Each connection (the line between two steps) can carry conditions, and data only flows down a path when its conditions match.

For Vidya, after the enquiry is saved we draw two lines out of the Google Sheets step:

• one to a WhatsApp step with the JEE invite, with the condition course → (Text) Exactly matches → JEE;
• one to a WhatsApp step with the NEET invite, with the condition course → (Text) Exactly matches → NEET.

autoappy.com/workflows/…Sample data

Two paths out of the Sheets step. The small filter label shows each has a condition.

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Build it

1. Open the Reply to every enquiry workflow from Lesson 1.

2. Click + to the right of the Google Sheets tile again. Because a WhatsApp step is already connected, this adds a second path. Choose Auto Appy WhatsApp → Send approved template.

3. Configure the new step like the first one, but with the template neet_demo_invite and Sneha’s number as the sender.

4. Double-click the line into the first WhatsApp step. The Path conditions dialog opens.

5. Click Add condition. Next to Field or mapped value, click Map and pick Course from the trigger (it shows Course: JEE). Click Insert field.

   autoappy.com/workflows/…Sample data

   

   Map picks a field from the enquiry.

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6. Set Operator to (Text) Exactly matches and Compare with to JEE. Click Save conditions.

   autoappy.com/workflows/…Sample data

   

   ×

   

7. Repeat on the line into the second WhatsApp step with NEET.

8. Test: submit one JEE and one NEET enquiry, then open History. Each run shows one WhatsApp step that ran and one listed under Steps without results (skipped because its condition didn’t match).

Choosing the right operator

You want…	Use
The course is exactly “JEE”	(Text) Exactly matches JEE
The message mentions fees anywhere	(Text) Contains fee
The class is 11 or 12	(Text) Is in 11, 12
The parent left an email	email → Exists
A fee amount above ₹50,000	(Number) Greater than 50000

Text matching is exact about spelling, so make the form use a dropdown (JEE / NEET / Foundation) instead of a free-text box.

All conditions on one line must match

If you add two conditions to the same line, both must be true (AND). For “JEE or NEET”, use Is in with JEE, NEET, or draw two lines.

What about everyone else?

Foundation (Class 8–10) enquiries match neither path, so only the sheet step runs for them. To send them to the front desk, add a third path with course → (Text) Is not in → JEE, NEET.

✍️Try it yourself

1. Add the third path for Foundation enquiries, with a front-desk template.
2. Open History and find a run where one path was skipped. Which step does it list under Steps without results?
3. Change the JEE condition to also require class → (Text) Is in → 11, 12. What happens to a JEE dropper enquiry now?

Using this for your own business?

A clinic can route by department, a gym by branch, a travel agency by destination. The pattern is the same: one line per case, one condition per line.

What you learned

• ConditionsRules on a connection; data only continues when they match.
• PathsClick + on a tile that already has a next step to start another path.
• Map a fieldChoose a field from earlier data with Map → Insert field.
• Skipped stepsSteps whose condition didn't match appear under Steps without results.

Next: No more demo-class no-shows →

🎓 For trainers: how to teach this lesson

• Draw it first: sketch the two paths on a whiteboard before opening the editor. Ask the class which field decides the path.
• Show the failure: type jee (lowercase) in a test enquiry and show it matches neither path. Then fix the form with a dropdown.
• Discuss: why is a dropdown on the form better than a smarter condition?