Agentic AI: strategic impact on complaint management

Use case: customer complaint management

Unstructured

6 days
(48 hours)
  • Complaints come in through multiple channels
  • Triage is 100% manual and subjective
  • High risk of delays and inconsistent responses

Structured

2 days
(16 hours)
  • Standardized forms and organized attachments
  • Initial categorization is manual
  • Better visibility into volume and urgency
67 %

Automated

8 hours
(1 day)
  • Automatic workflow progression
  • Smart alerts and notifications
  • Basic rules organize priorities
50 %

Agentic

Minutes
  • AI classifies urgency, impact, and complexity
  • Automatic resolution for simple cases
  • Instant routing to the right teams

Meet the AI Agents supporting your complaint management process

They classify, prioritize, and automate responses—boosting the efficiency of your Customer Success & Support operation.

Smart Triage Agent

Analyzes the complaint and automatically classifies it by urgency, impact, and need for human intervention.

Automated activities:

  • Reading and interpreting the complaint
  • Automatic classification via decision tree (SKU)
  • Identifying critical cases

Automatic Resolution Agent

Resolves simple complaints without involving the human team.

Automated activities:

  • Generating an automatic message to the customer
  • Applying defined rules and policies
  • Automatic closure after 7 days without a response

Smart Routing Agent

Routes complex complaints to Customer Success, specialized Support, or priority teams.

Automated activities:

  • Analyzing severity and category
  • Immediate routing to the responsible team
  • Flagging severe cases (health, wrong product, etc.)

See how Pipefy turns complaint management into an intelligent workflow.

Stage
Pain points
Automated activities
AI Agents
Complaint intake

Pain points

Complaints arrive in inconsistent formats

Missing essential information

Too much rework

Automated activities

Standardized intake via form

Upload evidence and attachments

Automatic card creation

Smart Triage Agent
AI triage

Pain points

Poorly defined priority

Subjective analysis

Bottlenecks in manual triage

Automated activities

Classification by urgency and impact

Applying the decision tree (SKU)

Identifying simple vs. complex cases

Smart Triage Agent
Automatic resolution

Pain points

Simple cases consume the team's time

Manual replies take too long

Lack of message standardization

Automated activities

Automatic response generation

Automatic closure after 7 days without a reply

AI reasoning logged

Automatic Resolution Agent
Human escalation

Pain points

Complex cases get delayed

Lack of clear prioritization

Hard to track history

Automated activities

Smart routing based on severity

Flagging severe cases

Sending to the right human support queue

Smart Routing Agent

95% reduction in triage time

AI automatically classifies urgency and impact, drastically reducing the time between intake and complaint prioritization.

70% of simple cases resolved automatically

Low-complexity complaints are closed by AI, freeing your team to focus on critical cases.

40% fewer critical complaints backlog

AI prioritizes and routes sensitive complaints correctly, preventing backlog and delays in severe cases.

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Become a Pipefy expert: master building AI Agents and take your processes to the next level.

Learn hands-on how to build, automate, and scale your processes end to end with Pipefy Academy.

What you’ll learn:

Build and organize your processes

Create forms and portals to centralize requests. Structure pipes and cards to track tasks with clarity and control.

Manage information with ease

Build custom databases and keep your team’s data always up to date and connected.

Automate and accelerate results

Eliminate manual tasks with automations, AI Agents, and email tools that work for you.

Analyze and optimize your operation

Create reports, interfaces, and dashboards to visualize metrics, spot bottlenecks, and make data-driven decisions.

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Start the Process Manager course now

Learn to use Pipefy strategically, build your first agent from scratch, and gain the autonomy to scale your workflows—and gain the autonomy to scale your workflows.

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Get answers, learn more, and connect with other experts.

Join conversations, share best practices, and discover new ways to supercharge your processes.

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Frequently asked questions

If you need help, we’re here to guide you and provide full support

Does AI automatically classify the complaint type?
Yes. The agent analyzes the text and applies the configured decision tree.
Are critical complaints identified automatically?
Yes. AI detects urgency and impact to prioritize the most severe cases.
Can AI resolve complaints without human intervention?
Yes. Simple cases are automatically answered and closed.
Does the solution work with attachments and evidence?
Yes. The form accepts images, documents, and other files.
Can I customize categories and subcategories in the decision tree?
Yes. All logic is 100% configurable.
How does the 7-day automatic closure work?
If the customer doesn’t reply after the automatic resolution, the case is closed.
Do I need to involve the IT team to implement it?
No. The entire process is configured no-code.
Is it possible to integrate with support systems or CRM?
Yes. Pipefy integrates with CRMs, ERPs, and support tools.
How does AI decide when to route to human support?
Based on urgency, impact, and the category identified in the workflow.
How long does it take to implement the AI Agents for customer complaint management and see results?
Pipefy Agents are configured in minutes, and use cases—regardless of focus—deliver results in about 20 days on average. Improvements can be noticed within that same timeframe, reinforcing faster time-to-value.

The platform global leaders trust to innovate and scale

Pipefy is one of the most respected platforms in the market, recognized by leaders for its innovation, robustness, and operational impact.

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