Workflows Overview

Workflows are scheduled automation tasks that run without manual intervention. You describe what you want done in a prompt, and an AI agent executes the tasks on your behalf at the times you specify.

What are Workflows?

A workflow is a scheduled automation that:

  • Runs automatically at specified times
  • Uses an AI agent to understand and execute your instructions
  • Connects to your integrated services (email, project management, databases, etc.)
  • Operates without requiring you to be present

    • Think of workflows as a virtual assistant that shows up at scheduled times to complete tasks you've defined.

    How Workflows Work

    1. Define Your Task

    Write a prompt describing what you want accomplished. Be specific about:

  • What action to take
  • Which services or data sources to use
  • Any conditions or filters to apply
  • Where to send results or notifications
    • Example prompt: 
    Check my Asana project "Q1 Marketing" for any tasks due this week.
Summarize the task names, assignees, and due dates.
Send the summary to the #marketing Slack channel.

    2. AI Generates a TODO List

    The AI agent analyzes your prompt and creates a step-by-step TODO list of actions to complete. Each step represents a discrete operation like:

  • Fetching data from a connection
  • Processing or filtering information
  • Sending a message or creating a record

    • 3. Scheduled Execution

    At the scheduled time, the workflow runs automatically:

  • The agent executes each step in the TODO list
  • Your connections provide access to external services
  • Results are logged for your review
    • Execution Window: Workflows execute within a 0-15 minute window of your scheduled time. A workflow scheduled for 9:00 AM may run anytime between 9:00 AM and 9:15 AM.

    4. Approval Gates (Optional)

    If a step requires approval before proceeding, the workflow pauses and notifies you. You can review the pending action and approve or reject it. The workflow resumes once you respond.

    Schedule Types

    One-Off Workflows

    Run once at a specific date and time. Use these for:

  • One-time data migrations
  • Scheduled announcements
  • Deferred tasks

    • After execution, one-off workflows move to "Completed" status.

    Repeating Workflows

    Run on a recurring schedule. Options include:

    ScheduleDescription
    HourlyRuns every hour
    DailyRuns once per day at a specified time
    WeeklyRuns on selected days of the week
    CustomUses cron expressions for advanced scheduling
    Minimum Frequency: Workflows can run no more frequently than every 15 minutes.

    Workflow Status

    StatusDescription
    ActiveRunning on schedule. The workflow will execute at its next scheduled time.
    PausedTemporarily stopped. The workflow will not run until resumed.
    CompletedA one-off workflow that has finished execution.
    ErrorSomething went wrong during the last run. Review logs for details.

    You can pause and resume workflows at any time without losing your configuration.

    Common Use Cases

    Daily and Weekly Reports

    Generate summaries from your data sources and deliver them to your team.

  • Daily sales pipeline summary to Slack
  • Weekly project status report via email
  • End-of-day support ticket digest

    • Periodic Data Sync

    Keep information synchronized across systems.

  • Sync new CRM contacts to your email marketing platform
  • Update a spreadsheet with the latest metrics
  • Archive completed tasks to a database

    • Scheduled Notifications

    Send reminders and alerts at appropriate times.

  • Morning standup reminders with yesterday's highlights
  • Weekly deadline reminders for upcoming due dates
  • Monthly subscription renewal notices

    • Regular Inbox Processing

    Automate repetitive inbox management tasks.

  • Categorize and label incoming emails
  • Extract action items from messages
  • Forward specific emails to team members

    • Next Steps

  • Creating Your First Workflow - Step-by-step guide to building a workflow
  • Writing Effective Prompts - Tips for getting better results from your workflows
  • Managing Schedules - Advanced scheduling options
  • Troubleshooting - Common issues and solutions