Triggers, steps and tools
Besides these, any workflow can be started by hand or from the API.
| Trigger | Starts a task when |
|---|
| Run manually | You start it, or the API does. |
| Form submitted | Someone completes one of your forms. |
| Document generated | A document is made, however it was made. |
| Airtable record | A record is added to a table, or one of its fields changes. |
| Google Sheets row | A row is added to a sheet, or changed. |
| Incoming webhook | Something POSTs to the workflow's URL. |
| On a schedule | A time you choose comes: once, or every day, every Monday, the 1st of the month. |
| Step | What it does |
|---|
| Step | One tool with the settings you choose, the same every time. |
| Ask for approval | Sends someone what was made and waits for them to approve or reject it. |
| Choose a path | Takes the first path whose rules match, or Otherwise. |
| For each row | Runs the steps inside once for every row in a list. |
| Do these at the same time | Runs each branch at the same time, and carries on when all are done. |
| Wait | Pauses for a while, or until a date, then carries on. |
| End task | Stops the task here, as completed or failed. Nothing after it runs. |
Step settings:
| Setting | On | What it does |
|---|
| If it fails | Tool steps | Runs these steps instead of stopping the task. Their settings can use Why it failed. |
See Paths, loops and failures.
Tools marked AI use an AI model and are charged for it.
| Tool | What it does |
|---|
| Read document | Reads a PDF page by page, a spreadsheet or CSV as rows, or a Word or text file as text. |
| Split PDF | Cuts a PDF holding several documents into one file per document. |
| Extract data (AI) | Reads a document into fields, with the page each value came from. Takes every field the document holds, unless you list the ones you want. The result shows as a card you can correct. |
| Decision (AI) | Classifies, routes, scores or checks a document or any data: chooses from your options, rates it against a rubric, or answers yes or no, with how sure it is. |
| Compare (AI) | Checks documents against each other, field by field and line by line. |
| Find template | Finds one of your templates by name or purpose, with the fields it takes. |
| Generate document | Fills one of your templates and makes the PDF, image or Word file. |
| Generate file | Makes a CSV, Excel, JSON or text file from data, exactly as it is. |
| Zip files | Puts files in one zip. |
| Copy file | Copies a file into the task, to fill in. |
| Read file | The text of a text file (CSV, HTML, JSON, XML, Markdown), line by line. |
| Edit file | Changes a text file in the task with find-and-replace edits. |
| Tool | What it does |
|---|
| Look up | Finds rows in a reference table, such as a vendor list or price list. |
| Get rows | Loads a list from an API or an Airtable table. |
| Prepare rows | Renames, calculates, sorts, trims and totals a list. |
| Match two lists | Combines two lists row by row where a column matches. |
| Search the web (AI) | Finds current public information, with the pages it came from. Can be limited to certain sites. Off until you switch it on under Tools. |
| Read web page | Reads one public web page as text. A link to a file, such as a PDF, is saved into the task to read with Read document. Off until you switch it on under Tools. |
| Tool | What it does |
|---|
| AI call (AI) | Sends a prompt to an AI model: summarise, analyse, rewrite or enrich. |
| Translate text (AI) | Translates field values, notes and other short text into another language, keeping codes, numbers, amounts, dates and names as they are. Up to 200 strings and 20,000 characters at a time. |
| Tool | What it does |
|---|
| Review data | Puts several results on one card (an invoice and its PO, say) for a person to check, correct and approve before the task goes on. Off until you switch it on. |
| Tool | What it does |
|---|
| Send email | Sends an email. From your standard address with a sender name, and replies going where you choose. Files go as attachments, or as download links when large. Can skip the email when there is no address, for an optional email answer on a form. |
| Send webhook | POSTs the task's data to another system. |
| Update Airtable record | Writes values, links or the document itself back to a record. |
| Read Google Sheet | Reads a Google Sheet's tabs, column headers and rows. |
| Update Google Sheet | Adds rows to a Google Sheet, updates rows that match on a column, or changes one row. A document becomes its link. |
The built-in agents, Template designer and Form builder, use these.
| Tool | What it does |
|---|
| Search template library | Ready-made templates that fit a description. |
| Read template | A document template's source, or an outline of an image template's elements, with its fields and images. |
| Read template elements | The full properties of elements in an image or design template. |
| Read brand kit | Your brand colours, fonts and logos, so a design uses them instead of invented ones. |
| Search images | Free stock photos that fit a description, shown in the task for you to choose from. |
| Generate image | A new picture made by AI from a description. Uses credits, about 0.2 a picture with the default model. |
| Edit image | Changes a picture as described ("make the turtle bigger", "remove the background"), keeping the rest of it. Uses credits. |
| Find in template | Where something appears in a template: the lines of a document, or the elements of a design. |
| Create template | A new template, written from a description or copied from the library. |
| Edit template | Changes a template. Changes go to its draft, which you see in the editor at once, until a version is saved. |
| Check template | Finds what would go wrong: syntax, fonts not available, missing images, placeholder text. |
| Preview template | Renders the template to look at it. Free; nothing is kept as a document. |
| Add image to template | Adds a logo or picture a template can show. |
| Restore template version | Goes back to an earlier version. The current one stays in the history. |
| Save template version | Saves the template's draft as a new version, which documents are then made from. |
| Find form, Read form | Finds the team's forms by title, and reads a form's questions and settings. |
| Create form, Edit form | Makes a form, or changes its title or questions. |
| Make documents from a form | Makes a document from every response, using one of your templates. |
| Publish form | Puts the form live. |
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