Prompt: Document an Automation Flow Spec

For Email Marketing Specialists

Level 1 — Free chatbot (ChatGPT or Claude) | Time: 5-10 minutes


The Prompt

Copy and paste this
Write a comprehensive automation flow documentation spec for the following workflow.
This document should be usable by someone who didn't build the flow and needs to maintain or debug it.

Flow name: [name]
ESP/platform: [Klaviyo / HubSpot / ActiveCampaign / Mailchimp / etc.]
Purpose: [what this flow is designed to do]

Flow architecture:
- Trigger: [what event starts the flow]
- Trigger filters: [any conditions required to enter — e.g., "customer hasn't purchased in 30+ days"]
- Suppression/exclusion list: [who should never receive this flow]
- Number of emails: [count]

Email breakdown:
[For each email:]
Email [#]:
  - Timing: [delay from trigger or previous email]
  - Goal: [what this specific email should accomplish]
  - Subject line: [current subject line]
  - Conditional split (if any): [e.g., "if user purchased after email 1, skip to exit"]
  - Exit conditions: [what removes someone from flow]

Format the output as:
1. Flow Overview (1 paragraph)
2. Trigger & Entry Conditions
3. Suppression Rules
4. Email-by-Email Spec (table format)
5. Conditional Logic Map (plain language, not code)
6. Exit Conditions
7. KPIs to Monitor
8. Common Issues & Troubleshooting
9. Last Updated (leave blank for me to fill in)

How to Use This

Write the spec AFTER building the flow, not before. You'll know the actual settings better once it's live. The AI turns your messy mental model into a clean document.

Describe your actual flow settings, even if they feel obvious. "Trigger: Added to segment 'Abandoned Cart'" is better than "Trigger: abandoned cart" because it tells a future colleague exactly what to look for in the ESP.

The "Common Issues & Troubleshooting" section is the most valuable part. The AI will suggest issues common to your flow type (abandoned cart, welcome, etc.) — add any issues you've already encountered to make it more specific.


Example

Input:

Copy and paste this
Flow name: Abandoned Cart — Standard
ESP: Klaviyo
Purpose: Recover abandoned carts within 72 hours of abandonment

Trigger: Klaviyo "Checkout Started" metric
Trigger filters: Has not placed order since trigger, cart value > $25
Suppression: Unsubscribed contacts, contacts flagged "Do Not Contact"
Number of emails: 3

Email 1:
  Timing: 1 hour after trigger
  Goal: Simple reminder, no pressure
  Subject: "You left something behind"
  Conditional split: If order placed → exit flow

Email 2:
  Timing: 24 hours after email 1 (only if no purchase)
  Goal: Address potential objections, light social proof
  Subject: "Still thinking it over?"
  Conditional split: If order placed → exit flow

Email 3:
  Timing: 48 hours after email 2 (only if no purchase)
  Goal: Final urgency — introduce 10% discount
  Subject: "Last chance — 10% off your cart"
  Exit: All contacts exit after email 3 regardless of outcome

Variations

For a flow you're planning (not yet built):

Prompt

Change the prompt to: "Write a flow architecture spec for a [flow type] in [ESP]. I want to build this next week. Include: recommended trigger settings, email count and timing, conditional logic recommendations, and what to test first."

For auditing an existing flow:

Prompt

Add: "I also want an audit section: given this architecture, what are the 3 most likely reasons this flow might underperform? What would you test first?"


Works with: ChatGPT (free), Claude (free) — Claude handles structured technical documentation particularly well