Workflows and automations

A strip of icons runs along the very bottom of the screen; press one to open the panel. Its height can be "Normal" or "Tall". There are five tabs.

• Workflows — running and recent workflows.
• AI Logs — the tools the AI chat used.
• Knowledge use — one line for each piece of knowledge the AI put into its prompt to ground an answer.
• Sessions — the AI chat conversations.
• Article sessions — the article-creation dialogues.

When a new workflow starts running, the panel opens by itself on the "Workflows" tab.

• "Workflows" appears if you hold "Run Automation".
• "AI Logs", "Knowledge use", "Sessions" and "Article sessions" appear if you hold "Use AI Assistance".

On the "Workflows" tab, switch between "Running" and "Recent". "Mine only" narrows the list to runs you started.

Each row shows the workflow's name, what it is about, its step progress and how long it has taken. Open a row to see the record of each step. A run that called other workflows shows how many, and you can expand them.

A running row has a stop button. After you confirm, the step in progress finishes and the steps after it are cancelled.

An hourglass icon marks a run that is paused.

• Sessions — your AI chat conversations. Each one is marked "Active", "Dormant" or "Archived", and "Last reply failed" or "No turns yet" when that applies. "Back to where it started" takes you to the screen the conversation began on. Show archived ones with "Show archived".
• Article sessions — article-creation dialogues started from the chat or a wizard, with their status (open, completed, failed, archived) and current step. Close an open one with "Archive", choosing a reason. "Reopen" brings an archived one back, and the AI offers to continue it in your next chat. Dialogues are never deleted.

Workflows and automations stop wherever a person has to decide.

• If a workflow has an approval step, it stops there and shows up in "Pending Approvals" on Home as "Workflow awaiting approval".
• An automation run that needs approval shows up as "Automation awaiting approval".
• An action that goes outside or cannot be undone — sending, publishing and so on — stops at that step unless a mandate covers it, and goes to the approval queue. A workflow started by the AI cannot use a mandate.

Work you asked for in the AI chat posts a notice in that conversation when it finishes or stops. If it is waiting for approval, "Open the approval inbox" takes you to the pending approvals on Home.

Whether a stopped run goes ahead is a person's decision.

Processes that run on their own triggers (automations) are managed on the "Tenant automations" screen under "Global". It is shown to Admins and Owners.

Select an automation from the list on the left to see it on the right.

• Trigger — what sets it off (a schedule, or something happening)
• Conditions — what must hold before it runs
• Actions — what it actually does
• Executions — the record and results of past runs

"Enable" and "Disable" switch it on and off; disabling lets runs already in progress finish. "Fire (test)" runs it once on the spot so you can check it. It really does the work, so read the confirmation carefully before you run it. Definitions provided by the system are read-only.

The "Today's Schedule" dashboard widget also lists the automations that run on a schedule, with roughly when each runs next.