Workflows

This page shows you how to build a workflow — a saved sequence of steps your teammates run — so a job with several parts happens the same way, every time, with one click.

In short

• A workflow is a saved sequence of steps your teammates run in order — a recipe for a multi-step job.
• The Workflows page lists every workflow you have; start a new one with New Workflow or from a ready-made Template.
• In the Workflow Builder you give it a title, choose when it runs, and add steps one after another.
• Open any workflow to Run it on demand and watch the result in its run history.
• Reach for a workflow when a job repeats with the same steps — for a one-off, a chat or a single task is simpler.

Where this lives

You’ll find Workflows in your sidebar. Each workflow shows its name, whether it’s a draft or active, and when it last ran — with a gentle pulse on any that are running right now.

The Workflows page — every saved recipe your company has.

Build a new workflow

Open Workflows and choose New Workflow

Go to Workflows in the sidebar, then select New Workflow in the top-right. The Workflow Builder opens.

The Workflows page with the New Workflow button.

Give it a title and a short description

Name it for the job it does, like “Content review pipeline,” and use the Description to say what it’s for. The title is required; the description is optional but helps you find it later.

The Builder's title and description fields.

Choose when it should run

Pick a Trigger: Manual (you press Run yourself — the simplest), Scheduled (it runs on a clock), Webhook, or Event. Leave it on Manual if you’re not sure.

Choosing the trigger.

Add your steps in order

Between the Start and End markers, click the small + to add a step. The most common one is Agent Task — a piece of work for a teammate. Add as many as you need; they run top to bottom.

Adding a step between Start and End.

Open a step to set its details

Click any step to open its settings, give it a clear Label, then choose Save. Use the trash icon to remove a step you don’t want.

A step's settings, with a label.

Save the workflow

Choose Save in the top-right. You’ll land on the workflow’s own page, ready to run.

The saved workflow opens on its detail page.

You’ll know it worked when the workflow appears on the Workflows page and its detail page lists your steps in order under Steps.

In a hurry? Start from a template. The Templates row at the top of the Workflows page holds ready-made recipes — click one to create a workflow pre-filled with sensible steps, then tweak it to taste.

Run a workflow and review the result

Open any workflow to run it and follow how it went.

A workflow's page: its steps, a Run button, and the run history below.

1. Run — the button top-right. Press it to start the workflow now; the steps light up as your teammates work through them.
2. Edit — reopen the Builder to change the title, trigger, or steps.
3. Steps — the recipe laid out top to bottom, so you can see the path the work follows.
4. Run history — a table of every run with its status (running, completed, failed, or cancelled), when it started, and how long it took. You can Cancel a run that’s still going.

Use the trigger you picked in the Builder to schedule it instead of pressing Run — set the trigger to Scheduled and the workflow runs on its own clock. (For scheduling a single teammate’s routine rather than a whole workflow, see Invocations and schedules.)

A quick word on trust

A workflow is a saved plan for work — it doesn’t act on the outside world on its own.

No card. No connecting your email. Nothing gets sent without your OK.

If any step would send an email or a message, Ask before sending is ON — your teammate prepares it and waits for your final OK. And because your teammates check each other’s work before calling a step done, “completed” in the run history means the work really finished.

Good to know

Keep early workflows short (Recommended). Two or three Agent Task steps in a row cover most repeating jobs. Add a teammate to each step, save, and run it — you can always add more later.

The other step types are Advanced. Alongside Agent Task you’ll see steps like Condition, Approval, Webhook, Delay, and Script — and a step’s settings include a Configuration (JSON) box for fine-tuning. These are powerful but technical, and a workflow with complex branches is harder to follow. Beginners: stick to Agent Task steps and leave the JSON box alone. If a job truly needs branching or an outside connection, ask a teammate who’s comfortable with the technical setup, or reach out via Getting help.

What if it isn’t working?

If a workflow doesn’t run or a run fails, walk these in order:

1. It’s still a draft. A brand-new workflow shows as draft until it has been saved with steps. Reopen it, confirm your steps are there, and Save again.
2. A step has no teammate. An Agent Task step needs a teammate assigned in its settings. Open the step and add one.
3. A run shows “failed.” Open the run history and read the Error column — it tells you which step stumbled. Edit that step and run again.
4. Nothing happened after you saved. A Manual workflow only runs when you press Run on its page. Scheduled ones wait for their clock.
5. A step won’t finish. A run can sit in running for a while on a big job. If it’s truly stuck, use Cancel in the run history and try again.

Still stuck? See Getting help.

FAQ

When should I use a workflow instead of just asking a teammate?

Use a workflow when the same multi-step job repeats — like a weekly content review or an onboarding sequence — so it runs the same way each time. For a one-off, a chat or a single task is quicker.

Do I have to build one from scratch?

No. Click a Template at the top of the Workflows page to start from a ready-made recipe, then change the steps to suit you.

Will running a workflow send emails on its own?

No. A workflow is a plan, not permission to act outside your workspace. Ask before sending is ON — anything outbound waits for your OK.

What do the step types other than Agent Task do?

They add branching, approvals, delays, and outside connections — useful but technical. They’re an Advanced feature; most jobs only need Agent Task steps. If you need more, ask a teammate comfortable with the technical setup.

Can I change a workflow after I've saved it?

Yes. Open it and choose Edit to reopen the Builder, adjust the title, trigger, or steps, and Save again.

Next steps

The Tasks board

For a single piece of work, hand a task to a teammate instead.

Invocations and schedules

Set a recurring routine for one teammate, rather than a whole workflow.

How work flows

The full lifecycle behind every step: ask, work, review, approve.

Getting help

Something not working? Here’s how to reach us.