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Create a workflow

You create a workflow by describing it. The agent designs the steps, roles and data the process needs and shows you the map before anything is built. Company owners, admins and appointed workflow admins can create, approve and build workflows.

How to describe a process​

  1. Open Workflows from the side rail (or the Workflows app in a room).
  2. Select Describe a process.
  3. In the agent box, write the process: who starts it, who acts, and what should happen. For example: "Employees request leave, their manager approves, HR reviews anything over three days, and an approved leave blocks the calendar."
  4. Select Build.

The agent may ask a few questions, then shows a design card with Who is involved, The steps, What gets built, If it ran now and its credit cost.

tip

Prefer to start from a proven shape? Open the ⋯ menu, select Start from a template, and choose Use this on a template. Its sentence drops into the agent box, ready to adjust. See Templates.

How to review and build it​

  1. On the design card, select View workflow draft. The workflow opens on its map.
  2. Select Pick a room and choose the home room — everything the workflow builds lives there.
  3. Select Approve. In Approve this design, check that every role has an answer, then select Approve.
  4. Select Build it, review the forms, tables and automations it will create, and select Build it again.
  5. Select Try it out, describe a sample case, and select Try it to see where it would end up. Nothing is created.
  6. When you are happy, select Go live. The forms appear for the people the workflow covers and cases can start.
note

Approving creates nothing — it unlocks Build it. Building creates the tables and forms, and nobody sees the forms until you select Go live.

How to change a workflow​

  • Select Change something and tell the agent what to change, or select Edit on the canvas to add, move or remove steps by hand.
  • Every change becomes a revision. Select Approve revision (or Use this version on a draft) to apply it, or Discard. The workflow keeps running its current version until you do.
  • The vN menu lists every version.

Workflow settings​

Open the workflow's Settings tab to manage:

  • Who it covers — Everyone in the company, or chosen departments, reporting heads and workspaces.
  • Home room, Tables, Forms and Automations.
  • Roles and approvals — who fills each role.
  • Owner — everything the workflow builds and runs happens as its owner. Select Transfer to hand it over.
  • Health — select Check now to confirm everything it needs is in place.
  • Running — Go live, Pause, Resume or Archive.

Each form can be reached by Covered employees, the Whole company, the Home room, a Public link, or From a case only.

Credits​

Designing a workflow uses agent command credits like any other command. Try it out costs a credit or two. Each case uses 2 credits when it opens, charged to the workflow owner, and each email a case sends uses 2 credits. Agent steps add agent runs per case; the design card shows the cost.