Workflows

A workflow is a graph of tasks that automates a process the same way every time. Each workflow belongs to one workspace, and every time it runs, Flow records a run you can follow and look back on.

Use a workflow for any process you repeat: a nightly report, a release, onboarding a new starter. Build it once on the canvas, then run it by hand, on a schedule or from a trigger.

The Workflows page

Select Workflows in the side navigation to see the current workspace's workflows as cards. The title counts them, for example Workflows (3). Use Search for a workflow to filter the cards by name.

When workspace quotas are on, a line such as "Workflow quota - 3 of 10 used" sits above the cards. View more quotas opens the workspace's limits on workflows, concurrent runs, runs a month, run workspace size and run duration. See Quotas.

What a card shows

• The name and description. Select either to open the workflow in the editor.
• Run it. Starts a run. When the workflow has parameters you can set, Workflow Parameters opens first; select Run to start, or Run and View to start and open the run page. Run it is unavailable while the workflow's Manual trigger is off or the workspace has reached its monthly or concurrent run quota.
• A status icon. Hover over it to read why the workflow can or can't run: Active, Inactive, Trigger disabled, or a quota message.
• A warning icon, when a task on the canvas has a newer version: "New version of a task available! To update, edit your workflow."
• The menu, with Edit, View Activity (the Activity page filtered to this workflow), Update (replace it from an exported file), Export (download it as JSON), Duplicate and Delete.

Deleting a workflow can't be undone. Flow cancels any run still in flight, then removes the workflow, its runs and its schedules. The workspace's monthly run count keeps counting runs it already made.

Create a workflow

Select the Create a new workflow tile at the end of the cards. Choose Start from scratch to give it a name and an icon, or Import a workflow to load an exported JSON file. Either way the editor opens on the new workflow. Create a workflow walks through both.

Home's Start a workflow list is the third way: it copies a starter workflow into a workspace you choose.

Templates

Some workflows are shared with every workspace as templates. A template's card carries a Template tag and reads Available until your workspace first uses it, and its menu offers only View and Export.

Running a template, or saving its settings, makes it your workspace's own workflow. Its tasks, parameters and run options stay the template's and follow its versions, so the editor shows them read-only. Its name, display name, description, icon, labels, triggers and schedules are your workspace's to change.

Versions

Every change you save in the editor becomes a new version: select Create new version and add a comment. A run uses the latest version unless it asks for another. Change Log lists each version with who made it, when, and the comment.

The editor

Opening a workflow shows five tabs:

Tab	What you do there
Canvas	Drag tasks on, link them, and set each task's parameters
Parameters	Declare the workflow's own parameters, the values a run starts with
Configure	Set the name and labels, triggers, timeout, retries, concurrency limit, run workspace, kept artifacts and tokens
Schedules	Add and manage this workflow's schedules
Change Log	Read the version history

See The workflow editor and Configure a workflow.

Example: run a report with a different date

A workflow "weekly-sales-report" declares a parameter reportDate. To run it for last Friday:

1. On its card, select Run it.
2. In Workflow Parameters, enter the date for reportDate. Fields you leave alone keep their defaults.
3. Select Run and View.

The run page opens with the run's status at the top and each task in the task log as it starts.

Next steps

• Runs: what happens to a run, and how to pause, cancel or retry one.
• Tasks: the catalogue of tasks you can put on the canvas.
• Parameters: pass values into a workflow and between its tasks.