Workflows
Automate tasks by combining triggers, prompts, and connected tools into repeatable workflows.
Workflows let you automate tasks by running a prompt against the AI assistant on a trigger. Each workflow is tied to a workspace and has access to the same tools and knowledge base as regular chat conversations.
How Workflows Work
- A trigger fires (manually, on a schedule, or when an email arrives)
- A workflow run is created, containing one or more tasks
- Each task starts a new chat conversation and sends the workflow prompt to the assistant
- The assistant processes the prompt using the workspace's tools and knowledge base
- The task completes when the assistant finishes or the max turns limit is reached
Creating a Workflow
Go to Workflows
Go to Admin → Workflows and click Add Workflow.
Select a Workspace
Choose the workspace this workflow operates in. The workflow will use the workspace's tools, connectors, and documents.
Choose a Trigger
Select when the workflow should run (see Trigger Types below).
Write a Prompt
Enter the instructions for the AI assistant. This prompt is sent as the first message in each task's chat conversation.
Configure Settings
Set the Name, Max Turns (default: 50), and optionally a Cron Expression if the trigger requires one.
Enable and Save
Toggle the Enabled switch and click Save.
Trigger Types
Manual
Run the workflow on demand from the admin dashboard. Click Start Test Run on the workflow detail page to create a new run.
Schedule
Run the workflow on a recurring schedule using a cron expression.
| Cron Expression | Schedule |
|---|---|
0 9 * * * | Every day at 9:00 AM |
0 */6 * * * | Every 6 hours |
0 9 * * 1 | Every Monday at 9:00 AM |
*/30 * * * * | Every 30 minutes |
Email Received (Gmail)
Trigger the workflow when new emails arrive in a Gmail inbox. Requires a Google Mail connector with OAuth authentication.
- The workflow polls for new emails on the configured cron schedule
- Each new email creates a separate task, with the email subject and body available to the assistant
- Already-processed emails are tracked and skipped on subsequent checks
Email Received (Outlook)
Same as Gmail, but for Microsoft Outlook inboxes. Requires a Microsoft Outlook Mail connector with OAuth authentication.
Workflow Runs & Tasks
Workflow Runs
A workflow run groups one or more tasks from a single trigger event. View runs on the workflow detail page, which shows:
- Status — Pending, Running, Completed, or Failed
- Triggered by — Manual, Scheduled, or Event
- Duration — How long the run took
- Task count — Number of tasks in the run
Tasks
Each task represents a single AI conversation within a workflow run. From the Tasks index page, you can:
- Filter by user or workspace
- Click a task to open its associated chat conversation directly
Settings
| Setting | Description |
|---|---|
| Name | Display name for the workflow |
| Prompt | Instructions sent to the AI assistant |
| Trigger | When the workflow runs (manual, schedule, email received) |
| Cron Expression | Schedule for the trigger (required for schedule and email triggers) |
| Connector | OAuth connector for email triggers |
| Max Turns | Maximum number of LLM calls per task (default: 50). Prevents infinite loops. |
| Enabled | Whether the workflow is active |
Workflows inherit all settings from their workspace, including output format, provider configuration, and connected tools.