Create and Run Workflows

In a project you'll find the Workflows section. Click on "Add Workflow" to create a new workflow and displays the option to select the creation method.

You have the option to create the workflow either with AI or manually. For this guide, we choose manual to go through the detailed workflow configuration steps.

Give the workflow a clear, concise name in the Name field. This name should describe the workflow's purpose so it can be easily identified later.

Create a brief description for the workflow. This description helps you and other users to quickly understand the workflow's benefits and provides an overview of its function.

Enter an estimated time saved in minutes. This time should serve as a personal estimate of how much working time can be saved through automation with this workflow. This step is optional.

Choose a general AI model for the workflow. This model will be used by default for all workflow steps unless other models are specified in individual steps.

After completing the general settings, switch to the Workflow Steps section. By clicking this section, you'll enter the configuration view where you can define individual workflow steps and determine how the AI should interact in each step.

In this section, you can upload documents that will be automatically attached each time the workflow is executed. This is particularly useful when certain reference documents or templates are available to help the AI recognize the desired style or structure.

Enable the "Allow Document Upload" option if the workflow needs additional documents that may vary with each execution. This function is helpful when users need to upload their own documents during workflow execution.

A workflow consists of a series of steps that are executed sequentially. Each step represents a specific instruction or prompt that the AI processes to complete a subtask of the entire workflow. By adding multiple steps, the workflow can solve more complex tasks and deliver detailed results.

You can individually formulate the prompt in each step and include variables to give precise and flexible instructions. Each step can access previously defined variables or documents to make the execution more specific and personalized.

Variables allow you to quickly and easily adapt the workflow to specific requirements with each execution without changing the basic process. They are displayed in the workflow using two curly brackets like {{Variable}} and can be flexibly used in individual steps.

Variable Components:

• Identifier (Name): The name of the variable, e.g., {{Topic}}, used in the workflow steps.

• Placeholder: A short hint text that shows the user what information should be entered in the variable. For example, the placeholder "e.g., research topic" indicates what type of content is expected.

• Type: The variable type determines what kind of input is required. You can choose between Short Text, Text Block, Selection, and On/Off.

  Short TextText BlockSelectionOn/Off

  The Short Text Variable is an input type designed for brief, concise information, such as names, titles, or keywords. It allows the user to enter a short text, usually consisting of a few words or a sentence. This variable is excellent when the workflow needs a clear, specific input that can be captured quickly without extensive description.

In addition to the general model that applies to the entire workflow, you have the option to assign a specific AI model for each step. This feature is particularly valuable when individual workflow steps have different requirements. For example, a step that relies on high creativity can use a different model than a step that focuses more on technical precision.

You can toggle web search independently for each step. This is helpful when only certain steps need live information from the internet (for example, research in the first step), while later steps work purely on the previous output.

If the workflow consists of multiple steps, you can add as many additional steps as needed. This allows you to create comprehensive workflows that perform multiple actions in sequence and handle complex tasks.

Each additional step can use new variables or refer to previously defined variables. This way, variables defined in step 1, for example, can be reused in subsequent steps to ensure consistency and customization of the workflow execution.

When document output is enabled for a workflow, a document with the output in the chosen format is automatically created after execution.

Available formats:

• Document (Word, PDF, Text)
• Spreadsheet (Excel, CSV)
• Presentation (PowerPoint)
• Structured JSON (machine-readable output, ideal for downstream processing via the Workflow API, Make, or n8n)

The generated document remains in the chat and can be downloaded at a later time.

Once you have defined all steps and settings for the workflow, it's important to save the workflow. This is done by clicking the Save button. Saving ensures that all changes and configurations are permanently applied and the workflow is ready for execution.

Navigate to the desired workflow in the side menu and select it. This opens the workflow view.

If the workflow contains variables, input fields for the variables will be displayed. Fill in the corresponding values to adapt the workflow to current requirements.

Click the "Execute" button. The workflow starts and automatically executes the individual steps. Once the workflow is running, you don't need to take any further steps; the AI takes care of the rest.

Hover over the desired workflow in the side menu. An "Edit" button will appear. Click on it to open the workflow in edit mode.

In edit mode, you can change the desired points, such as variables, documents, or other workflow settings.