WhatsApp Web Module

WhatsApp Module – Full Description (Biz1)
 

The WhatsApp Module in Biz1 is a complete communication and automation system that allows organizations to manage WhatsApp chats, groups, statuses, auto-replies, and AI-driven actions from a single interface.
 

It combines:
 

  • Live WhatsApp conversations

  • Customer and group management

  • Status-based filtering

  • Keyword automation

  • AI-powered actions through Biz1 Agent
     

This module is used daily by teams to communicate, organize, automate, and act on WhatsApp interactions.
 

1. WhatsApp Module – What It Is Used For
 

The WhatsApp module allows users to:
 

  • Chat with customers and WhatsApp groups

  • Send and receive messages via WhatsApp providers (e.g. Green API)

  • Filter chats by search, team member, and WhatsApp status

  • Assign and change WhatsApp statuses per customer

  • Configure automatic replies for WhatsApp groups

  • Trigger Biz1 Agent actions automatically using User Prompts

  • Manage WhatsApp settings from a centralized modal
     

The module works in real time and reacts to incoming WhatsApp webhooks.
 

2. Where the WhatsApp Module Appears
 

  • URL:

    dashboard/whatsappweb
     

  • Sidebar location:

    Appears under the main navigation menu as Whatsapp
     

  • Access control:

    Visibility depends on:
     

    • WhatsApp provider configuration

    • User permissions

    • Organization module settings
       

3. WhatsApp Page Layout (Main Screen)
 

The WhatsApp page is split into three functional zones.
 

Left Panel – Chat List
 

This area shows:
 

  • Customer chats

  • WhatsApp group chats

  • Last message preview

  • Timestamp

  • Avatar / initials
     

Chats are loaded:
 

  • On page load

  • By scrolling (load more)

  • By filters (search, status, team member)
     

Right Panel – Active Chat
 

This is the conversation area where users:
 

  • Read incoming messages

  • Send text, files, voice notes

  • Change WhatsApp status for the customer

  • Trigger manual actions
     

Messages are loaded dynamically per chat.
 

Top Bar – Controls
 

The top bar includes:
 

  • Search input (filter chats)

  • WhatsApp number selector (Green API)

  • Team member filter

  • Refresh button

  • Settings (gear icon) → opens WhatsApp Status Settings modal
     

4. WhatsApp Status Feature (High Level)
 

If the organization has WhatsApp Status enabled (show_whatsapp_status == 1):
 

  • Customers can have a WhatsApp status (e.g. New, In Progress, Closed)

  • Status chips appear above the chat list

  • Clicking a status filters chats by that status

  • Status can be changed from inside the chat
     

The Settings gear icon opens the WhatsApp Status Settings modal, which is the main focus of this document.
 

WhatsApp Status Settings – Deep Full Description
 

The WhatsApp Status Settings modal is a multi-step configuration flow that controls how WhatsApp behaves across the system.
 

This modal controls:
 

  • WhatsApp statuses

  • Group auto-reply rules

  • AI-driven User Prompts (Biz1 Agent integration)

5. How the WhatsApp Status Modal Opens
 

  • Triggered by clicking the gear icon on the WhatsApp page

  • Appears on top of the WhatsApp page
     

The first step shown depends on configuration and permissions.
 

6. Dynamic Step Logic (Very Important)
 

The modal does not always show the same steps.
 

What controls the steps:
 

  1. show_whatsapp_status (on/off)

  2. User role (owner / admin vs regular user)
     

Possible Flows
 

If WhatsApp Status is ON:
 

  • Owners/Admins → 3 steps

  • Regular users → 2 steps
     

If WhatsApp Status is OFF:
 

  • Owners/Admins → 2 steps

  • Regular users → 1 step only
     

The UI automatically adapts progress indicators (1/3, 2/2, 1/1).
 


STEP 1 – WhatsApp Status (Deep Description)
 

This step exists only if WhatsApp Status is enabled.


This step defines which statuses exist and how they look.
 

Purpose of Step 1
 

WhatsApp Status is used to:
 

  • Visually organize customers

  • Filter chats

  • Drive automation logic

  • Match User Prompts later
     

Each status has:
 

  • English name

  • Hebrew name

  • Color

  • Order (priority)
     

What the User Sees
 

  • Title: Whatsapp Status

  • Progress indicator

  • Help icon

  • Close button

  • Add/Edit status form

  • List of existing statuses
     

Adding or Editing a Status
 

The user fills:
 

  • Status Name (English)

  • Status Name (Hebrew / second language)

  • Status Color
     

Behavior:
 

  • If no ID → new status is created

  • If ID exists → existing status is updated
     

Submission happens via AJAX, without page reload.
 

Status List Behavior
 

Below the form:
 

  • All statuses are listed

  • Each status can be edited

  • Each status can be deleted

  • Statuses can be reordered by drag-and-drop
     

Order matters, because:
 

  • It controls display priority

  • It affects filtering and UX
     

Backend Impact
 

Statuses are stored in:
 

  • whatsapp_status table

  • Ordered by status_order
     

They are used by:
 

  • Chat filters

  • Customer status assignment

  • User Prompt matching
     

Navigation from Step 1
 

  • Clicking Next → opens Group Setting

  • Clicking Close → exits modal
     

STEP 2 – Group Setting (Deep Description)
 

This step defines automatic replies for WhatsApp groups.
 

What Group Setting Is
 

Group Setting allows Biz1 to automatically reply when a message in a WhatsApp group matches certain keywords.
 

Example:
 

Someone types “hello” in a group → system replies automatically.

 

 

How Group Setting Works (Backend Flow)
 

  1. WhatsApp webhook receives a message
     

  2. System checks:
     

    • Receive number

    • Group ID
       

  3. Keywords are matched
     

  4. If matched:
     

    • Response text is prepared

    • Reply is sent

    • Reply can be private or public (group)
       

What the User Can Configure
 

For each rule, the user defines:
 

  • One or more keywords

  • Response text

  • Which WhatsApp group(s)

  • Which receive number

  • Which send number

  • Whether reply is private or public
     

Managing Group Rules
 

Users can:
 

  • Add new rules

  • Edit existing rules

  • Delete rules
     

Changes apply immediately.
 

Navigation from Step 2
 

  • Back → Step 1 (if exists)

  • Next → Step 3 (owner/admin only)

  • Close → Exit modal
     

STEP 3 – User Prompt (Deep Description)
 

This step exists only for owners and admins.


This is the most powerful step.
 

What a User Prompt Really Is
 

A User Prompt is a predefined instruction that is sent to Biz1 Agent automatically when a WhatsApp event happens.
 

It is NOT just a message template.
 

It can:
 

  • Create missions

  • Send messages

  • Add expenses

  • Search records

  • Trigger automations

  • Set reminders

     

    Examples of What a User Prompt Can Do (With Samples)
     

    ✅ 1) Create Missions (Task in Biz1)
     

    Example Prompt in the system:
     

    “Please create a mission for customer ID {id}:
    ‘Follow up with this lead tomorrow.’”


    What happens automatically:
     

  • Biz1 Agent creates a mission in the system

  • The mission is assigned to the default team member

  • The mission is linked to that customer
     

  • ✅ 2) Send WhatsApp Messages Automatically
     

    Example Prompt:
     

    “Send a WhatsApp message to customer ID {id}:
    ‘Thank you for contacting us. A representative will get back to you shortly.’”


    Result:
     

  • Biz1 Agent sends this message via WhatsApp to the customer

  • No manual action required by staff
     

  • ✅ 3) Add Expenses Automatically
     

    Example Prompt:
     

    “Add an expense of $50 for customer ID {id} under category ‘Marketing – WhatsApp Ads’.”


    Result:
     

  • Biz1 Agent creates an expense record in Biz1

  • The expense is linked to the customer or project
     

  • ✅ 4) Search Records in Biz1
     

    Example Prompt:
     

    “Search for all previous missions related to customer ID {id} and summarize them.”


    Result:
     

  • Biz1 Agent searches the database

  • Returns a summary of past missions for that customer
     

  • ✅ 5) Trigger Automations
     

    Example Prompt:
     

    “Trigger the automation workflow ‘New WhatsApp Lead’ for customer ID {id}.”


    Result:
     

  • A preconfigured automation starts (emails, tasks, notifications, etc.)
     

  • ✅ 6) Set Reminders
     

    Example Prompt:
     

    “Set a reminder for customer ID {id} to follow up in 24 hours.”


    Result:
     

  • Biz1 Agent creates a reminder in the system

  • The assigned team member receives a notification
     


How User Prompt Works (End-to-End)
 

  1. Incoming WhatsApp message arrives
     

  2. Customer is identified
     

  3. System checks:
     

    • Folder

    • Status

    • Tags
       

  4. Matching prompt is selected
     

  5. Placeholders are replaced with customer data
     

  6. Prompt is sent to Biz1 Agent
     

  7. Biz1 Agent performs the action
     

What the User Configures
 

For each prompt:
 

  • Name

  • Prompt text (natural language)

  • Active / inactive

  • Default flag

  • Folder filters

  • Status filters

  • Tag filters
     

Only one default prompt is allowed.
 


Managing Prompts
 

Users can:
 

  • Add new prompts

  • Edit prompts

  • Delete prompts

  • Set default prompt
     

Navigation from Step 3
 

  • Back → returns to Group Setting

  • Close → exits all modals
     

Final Summary (Simple Words)
 

The WhatsApp Module in Biz1 is not just chat.
 

It is a smart automation system:
 

  • Step 1 (Status): Defines organization and visibility

  • Step 2 (Group Setting): Handles keyword-based auto replies

  • Step 3 (User Prompt): Triggers AI actions through Biz1 Agent
     

Each layer builds on the previous one.
 

This design ensures:
 

  • Simple use for normal users

  • Deep automation power for admins

  • Clean separation of responsibility

  • Scalable WhatsApp workflows


     

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