About workflows

A workflow does a piece of your work by itself whenever something happens: a form is submitted, a row is added to a Google Sheet, an Airtable record changes, or a schedule comes round. Its steps run in order, the same way every time, for example filling a template with the form's answers and emailing the document to the person who sent the form.

Each time a workflow runs, that is a task. The task keeps every file the workflow read or made, what each step did, and its result.

What a workflow is made of

• Run when: what starts a task, such as Form submitted, Google Sheets row, Airtable record, or a schedule. You can always run it by hand or from the API as well.
• Steps: the work, in order. Each step uses one tool with the settings you chose, such as Generate document, Send email or Update Google Sheet. Steps can also branch into paths, repeat for each item in a list, wait for an approval, or pause for a set time. See Paths, loops and failures.
• Tools: what the steps can use. Some tools use AI to do their one job: Extract data reads a document into fields, Decision classifies, scores or checks something, Translate text translates values, and Generate image makes a picture. The workflow still runs its steps in the same order every time.

Drafts, versions and On/Off

Changes to a workflow save as you make them, into a draft. Tasks run the workflow's active version, so a change reaches real work only when you click Save version. To try a change first, open Run a task and turn on Run the draft. The label at the top of the page, such as Draft · on v3, opens the version history, where you can go back to an earlier version.

The On switch in the workflow's Settings stops it starting new tasks without deleting it.

Agents

Alongside your workflows, every team has four built-in agents that work with you in a conversation: the Document generator, the Template designer, the Form builder and the Workflow generator, which can set up a workflow from your description.

What it costs

A task costs what its steps cost: 0.01 credits for each document it makes, 0.001 credits for each email, webhook, update to another app or web page read, 0.005 credits for each page read from a scan or photo, and three times what the AI model cost for steps that use AI. See How credits are used.

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