What are workflows and how do I use them?
Workflows in Velory are automation rules that respond to events and execute actions automatically. For example, when a new employee joins, a workflow can send a welcome notification, assign a laptop from storage, and provision their software licenses — all without manual intervention.
In this guide
Before you begin
You need Admin access to view and manage workflows. Navigate to Settings → Workflows.
Navigate to the workflows page
- Open Settings from the account menu.
- Click Workflows.
You will see a table listing all workflows in your organisation.
Understand what you see
The workflows table shows:
| Column | What it shows |
|---|---|
| Name | The workflow name |
| Description | What the workflow does |
| Status | Current status — Enabled, Draft, or Disabled |
| Trigger Type | The event that starts the workflow |
| Last Updated | When the workflow was last modified |
| Runs | Count of recent executions |
Search and filter workflows
Filters:
- Status — Enabled, Draft, or Disabled
- Trigger Type — filter by the event type (e.g. state change, employee joined, scheduled)
Search — Find workflows by name or description.
Workflow statuses
| Status | What it means |
|---|---|
| Draft | Saved but not running — used for work in progress |
| Enabled | Actively running — executes automatically when triggered |
| Disabled | Previously enabled but now inactive — will not run when triggered |
You can enable, disable, or keep a workflow as a draft at any time. Enabling a workflow publishes a new version.
Actions on workflows
Click the action menu on any workflow row:
- View details — see the workflow definition and execution history
- Edit with AI — describe changes in plain language and let AI update the workflow
- Enable / Disable — turn the workflow on or off
- Duplicate — copy the workflow
- Export — download as a JSON file for backup or sharing
- Delete — permanently remove the workflow
Workflow Map
Click Workflow Map to see a visual overview of how all enabled workflows in your organisation connect. The map shows triggers, workflows, outcomes, and which workflows can trigger other workflows — useful for understanding complex automation chains.
Import a workflow
Click Import on the workflows page and paste a workflow JSON (previously exported). This creates a draft that you can review and enable.
Good to know
Can workflows trigger other workflows?
Yes. When a workflow changes an entity's state, that state change can trigger another workflow. The Workflow Map helps you visualise these chains and spot potential loops.
What happens if a workflow fails?
Failed workflows appear in the execution history with error details. The workflow stops at the failed step — subsequent steps are not executed. You can view the error on the run detail page and fix the workflow configuration.
Can I test a workflow before enabling it?
Yes. The workflow editor has a Test Run feature that lets you execute the workflow against sample data without real side effects. You can see how each step would execute and check for errors before going live.
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