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Create and edit workflows

A workflow is a reusable, named procedure that turns a real task — code compliance, RFI drafting, drawing review — into something one click can run. This page covers the basics of building and updating them.

Create a new workflow​

  1. Open Workflows from the left nav.
  2. Click Create workflow.
  3. Give it a clear, task-shaped name like "ASHRAE 90.1 envelope check" — names live on the Workflows list and inside Assistant, so write them for the person who will run them.
  4. In the builder, describe what the workflow should do, what files it needs, and what output it should produce.
  5. Save it. On Business and Enterprise, new workflows start as Invited people only, so only you can find and run it while you test. Individual plan workflows stay in your account.

Once saved, the workflow shows up in the Workflows list and inside Assistant's workflow picker.

Edit a workflow​

Open any workflow and click Edit. You can:

  • Update instructions and standards.
  • Add or remove requested files (slots a user fills in when they run it).
  • Add context files that should be included on every run.

Sharing and who can run the workflow live on the Sharing tab, not in the builder form. Sharing collaborators is available on Business and Enterprise. Individual plan workflows stay in your account.

Saving updates the current draft in place. A new version is only created when the version at the top of the history has already been released, so repeated edits while drafting do not pile up versions.

To release your changes, test a draft before publishing, or roll back to an earlier version, see Workflow management.

Who can see it​

On Business and Enterprise, open the workflow and go to the Sharing tab:

  • Keep General access on Invited people only while you draft, so only you and people you invite can find and run it.
  • Invite specific people by name or email as Can run or Can edit.
  • When the workflow is ready, an organization admin (or a project admin, for a project-scoped workflow) can promote it to Everyone in that scope. If you are not an admin, invite one as Can edit and ask them to promote it after they review it.

Making a shared workflow invited-only again does not delete other people's run history. Use invited-only workflows for drafting and promoted workflows for approved team processes. If several people are building workflows for the organization, agree on naming, ownership, and review before sharing broadly.

See Workflow management for the full sharing and versioning model.

Individual plan: skip this section. Workflows are not shared with an organization.

Best practices​

  • Start small. Get the workflow doing one task well before adding more.
  • Use requested files rather than hardcoded context when the input changes each run.
  • Test on one sample drawing or spec before sharing — it's much easier to spot bad instructions on a single page than on a full set.
  • Ask a subject matter expert to review the first few outputs before making a workflow visible to the whole organization.
  • When a workflow is superseded, archive it instead of leaving an old copy in the list. Version history already keeps earlier setups.