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Managing Workflows

As you create more workflows, organization becomes important. Here’s how to manage them effectively.

Dashboard Organization

Section titled “Dashboard Organization”

View All Workflows

Section titled “View All Workflows”

Your dashboard shows all workflows at a glance:

🖼️
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Workflows Dashboard - Show grid/list of workflows

Workflow Status

Section titled “Workflow Status”

Each workflow has a status:

  • 🟢 Active - Running automatically
  • ⚪ Inactive - Paused, won’t run
  • 🔴 Error - Has configuration issues
  • 🟡 Draft - Not yet completed

Naming Workflows

Section titled “Naming Workflows”

Good names make workflows easy to find:

✅ Good Names:
- "New Contact Form → Email & Slack" - "Daily Sales Report to Team" - "High Priority Support → Urgent Slack Alert"
❌ Avoid:
- "Workflow 1" - "Test" - "My Automation"

Organizing Workflows

Section titled “Organizing Workflows”

Use Categories

Section titled “Use Categories”

Group related workflows:

  • Customer Communications

    • Welcome emails
    • Follow-ups
    • Surveys

  • Team Notifications

    • Daily standups
    • Urgent alerts
    • Weekly summaries

  • Data Processing

    • Form submissions
    • Report generation
    • Data cleanup
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Workflow Folders/Categories - Show organized view

Add Descriptions

Section titled “Add Descriptions”

Always add a description explaining:

  • What the workflow does
  • When it runs
  • Who it affects

Example:

Name: Customer Welcome Series
Description: Sends 3 emails over 7 days to new customers.
Runs when: New row added to "Customers" sheet

Activating/Deactivating

Section titled “Activating/Deactivating”

When to Activate

Section titled “When to Activate”

Activate when:

  • ✓ Workflow is tested and working
  • ✓ All configurations are correct
  • ✓ You want it to run automatically

When to Deactivate

Section titled “When to Deactivate”

Deactivate when:

  • Temporarily not needed
  • Making updates
  • Troubleshooting issues
  • On vacation (for manual processes)
1

Toggle Switch

Click the active/inactive toggle on workflow card

2

Confirm

Confirm you want to change status

3

Monitor

Watch first few executions after activating

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Toggle Switch - Show active/inactive states

Monitoring Workflows

Section titled “Monitoring Workflows”

Check Execution History

Section titled “Check Execution History”

Regular monitoring helps catch issues early:

  1. Click on any workflow
  2. View “Execution History”
  3. Check success/failure rate
  4. Review recent executions
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Execution History - Show log of past runs

Key Metrics

Section titled “Key Metrics”

Watch these metrics:

  • Success Rate - % of successful executions
  • Avg. Execution Time - How long workflows take
  • Last Run - When it last executed
  • Error Count - Number of failures
💡 Healthy Workflow Signs:
- Success rate > 95% - Consistent execution times - Runs on expected schedule - No recent errors

Updating Workflows

Section titled “Updating Workflows”

Making Changes

Section titled “Making Changes”
⚠️ Before Updating Active Workflows:
1. Deactivate the workflow 2. Make your changes 3. Test thoroughly 4. Reactivate when confirmed working

Version Control

Section titled “Version Control”

Keep track of changes:

  1. Note what you changed
  2. Test before activating
  3. Monitor after updates
  4. Revert if issues arise

Duplicating Workflows

Section titled “Duplicating Workflows”

Create copies for variations:

1

Find "Duplicate" Button

Click ⋯ menu on workflow card

2

Select Duplicate

Choose "Duplicate" from menu

3

Rename Copy

Give it a new, descriptive name

4

Modify as Needed

Change configurations for new use case

Use Cases:

  • Testing changes without affecting original
  • Creating similar workflows for different teams
  • A/B testing different approaches

Deleting Workflows

Section titled “Deleting Workflows”

Before Deleting

Section titled “Before Deleting”
⚠️ Caution: Deleted workflows cannot be recovered!

Check:

  • Is it currently active?
  • Do other workflows depend on it?
  • Do you have a backup?
  • Is execution history needed?

How to Delete

Section titled “How to Delete”
  1. Deactivate workflow first
  2. Click ⋯ menu
  3. Select “Delete”
  4. Confirm deletion

Maintenance Schedule

Section titled “Maintenance Schedule”

Regular maintenance keeps workflows healthy:

Weekly

Section titled “Weekly”
  • Check execution success rates
  • Review any errors
  • Verify workflows still needed

Monthly

Section titled “Monthly”
  • Clean up inactive workflows
  • Update outdated configurations
  • Optimize slow workflows
  • Archive completed workflows

Quarterly

Section titled “Quarterly”
  • Review all active workflows
  • Consolidate similar workflows
  • Update documentation
  • Train new team members

Performance Optimization

Section titled “Performance Optimization”

Speed Up Workflows

Section titled “Speed Up Workflows”
  • Remove unnecessary nodes
  • Combine similar actions
  • Use parallel execution when possible
  • Optimize API calls

Reduce Errors

Section titled “Reduce Errors”
  • Validate data early in workflow
  • Add error handling
  • Use clear variable names
  • Test edge cases
✅ Optimization Checklist:
- [ ] Remove duplicate actions - [ ] Simplify complex conditions - [ ] Use efficient node ordering - [ ] Cache frequently used data - [ ] Monitor resource usage

Troubleshooting

Section titled “Troubleshooting”

Workflow Not Running

Section titled “Workflow Not Running”

Check:

  • Is it activated?
  • Is trigger configured correctly?
  • Are there any errors shown?
  • Has trigger condition been met?

Inconsistent Results

Section titled “Inconsistent Results”

Check:

  • Variable data availability
  • Conditional logic
  • External service status
  • Rate limits
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Troubleshooting View - Show error details panel

Next Steps

Section titled “Next Steps”