Creating Workflows

This guide walks you through creating automated workflows in Zenmako. Workflows allow you to automate repetitive tasks by describing what you want done in plain language.

Creating a New Workflow

Step 1: Navigate to the Workflows Tab

Step 2: Fill in the Workflow Details

The workflow creation form includes the following fields:

Step 3: Write Your Prompt

Enter a clear description of the task you want automated in the prompt field. The AI will use this to generate a step-by-step TODO list.

Step 4: Choose a Schedule

Select whether this is a one-time workflow or a repeating workflow, then configure the timing.

Step 5: Preview and Save

Review the generated TODO list preview, then click Save to activate your workflow.

Writing Effective Prompts

The quality of your workflow depends on the clarity of your prompt. The AI interprets your instructions to generate a TODO list of actions to perform.

Be Specific About What You Want

Include concrete details such as:

Good Prompt Examples

Every morning, collect all tasks that were completed yesterday in the "Engineering Sprint" Asana project.
Summarize them by assignee and post the summary to the #daily-standup Slack channel.

At the end of each week, gather all completed tasks from the "Marketing Campaigns" Trello board
from the past 7 days. Group them by label (Social, Email, Content) and create a summary report
with completion counts for each category.

Check the "Product Roadmap" Asana project for any tasks with a due date before today that are
not marked as complete. Send a Slack message to the task assignee reminding them about each
overdue item.

When a new task is added to the "Support Tickets" Trello board in the "Incoming" list,
automatically assign it to Sarah if the title contains "billing" or to Mike if the title
contains "technical".

Prompts to Avoid

Send updates about tasks.

Summarize the project.

Check for overdue items regularly.

Tips for Better Prompts

Choosing a Schedule

Workflows can run once or on a repeating schedule. Configure the timing based on your needs.

One-Off Workflows

For tasks that only need to run once:

Use one-off workflows for:
• Migration tasks
• One-time reports
• Initial setup operations
• Testing a workflow before making it recurring

Repeating Workflows

For tasks that should run automatically on a schedule:

Timezone Considerations

Minimum Frequency

The minimum interval for repeating workflows is 15 minutes. This prevents excessive API usage and ensures reliable execution.

If you need more frequent execution, consider:
• Restructuring the workflow to batch more operations
• Using event-based triggers instead of scheduled runs

Previewing the TODO List

Before saving, Zenmako generates a preview of the steps the AI will execute.

What You See in the Preview

The preview displays a numbered list of actions, for example:

1. Connect to Asana project "Engineering Sprint"
Query tasks completed in the last 24 hours
Group tasks by assignee
Format summary with task counts and titles
Connect to Slack workspace
Post message to #daily-standup channel

Each step shows:
• The connector being used (Asana, Trello, Slack, etc.)
• The specific action being performed
• Any relevant parameters or filters

Reviewing the Generated Steps

Check the preview for:

Requesting Changes

If the preview does not match your expectations:

Common adjustments:
• Adding specific project names you forgot to mention
• Clarifying which fields to include in summaries
• Specifying the format of output messages

Saving and Activating

What Happens When You Save

When you click Save:

When the First Run Occurs

The timing of the first execution depends on your schedule type:

After Saving

From the workflow detail page, you can:

Next Steps