How do I create a workflow?

Before you begin

You need Admin access. Navigate to Settings → Workflows.

Create a workflow from scratch

1. Click New Workflow.
2. Select Blank workflow.
3. The visual editor opens with an empty canvas.
4. Click the trigger node to select what event starts the workflow.
5. Add action nodes to define what happens when the workflow runs.
6. Give the workflow a name and description.
7. Click Save to save as a draft, or Publish to enable it immediately.

Create a workflow with AI

1. Click New Workflow.
2. Select Create with AI (or click Edit with AI on an existing workflow).
3. Describe what you want the workflow to do in plain English — for example: "When an employee is offboarded, send a notification to their manager and deprovision all their software licenses."
4. AI generates a draft workflow with the appropriate trigger, actions, and conditions.
5. Review the generated workflow in the editor and adjust as needed.
6. Save or publish.

The visual editor

The workflow editor uses a canvas where you build the workflow visually:

• Trigger node — The starting point. Defines what event starts the workflow.
• Action nodes — Steps that execute in sequence. Each action does something specific (send notification, update state, provision software, etc.).
• Condition nodes — Branch the workflow based on criteria. For example: "If the employee's department is Engineering, do X; otherwise do Y."
• Approval nodes — Pause the workflow and wait for a person to approve or reject before continuing.
• Data nodes — Look up records from your database to use in later steps.

Click any node to configure it. Drag to rearrange. Use the toolbar to save, publish, test, or view version history.

Template variables

Actions can reference data from the trigger event or previous steps using template variables. For example:

• ${trigger_data.employee.email} — the email of the employee that triggered the workflow
• ${trigger_data.asset.name} — the name of the device involved
• ${step_name.output_field} — output from a previous step

This lets you create dynamic workflows that adapt to the specific event.

Publishing and versioning

• Save stores the workflow as a draft without enabling it.
• Publish creates a new version and enables the workflow. Each publish gets a version number (v1, v2, v3...).
• Version history shows all published versions with timestamps, who published them, and changelog notes. You can restore a previous version if needed.
• Discard draft reverts unpublished changes back to the last published version.

Good to know

Can I duplicate an existing workflow?

Yes. Use the Duplicate action on the workflows list. This creates a copy in draft status that you can modify independently.

How do I edit an enabled workflow?

Click on the workflow and open the editor. Your changes are saved as a draft and do not affect the running workflow until you publish. This means you can safely edit without disrupting active automation.

Can I share workflows between organisations?

Yes. Use Export to download a workflow as JSON, then Import it in another organisation. The imported workflow appears as a draft for review before enabling.