Use The Workflow List
Search, filter, open, and review workflows.
The workflow list is the control room for all workspace automations.
Review this list before changing automations. It shows which workflows are drafts, which can run, and which have already produced runs.
Search Workflows
Use the search field to find workflows by name or description. Search is useful when the workspace has several automations with similar triggers.
Use names that describe the trigger and outcome, such as New ticket -> Slack triage alert or Paid invoice -> onboarding task. Clear names make search and
incident review much faster.
If you are investigating a specific record, search for the object or outcome
first, such as invoice, ticket, lead, Slack, email, or task. This
usually narrows the list faster than searching for a teammate name.
Filter By Status
Use the status filter to show:
- Draft workflows that are still being configured.
- Published workflows that can run.
- Archived workflows that are no longer active.
Start with published workflows when investigating duplicate emails, invoices, task creation, or record updates. Start with drafts when reviewing setup work that has not produced runs yet. Use archived workflows to understand historical behavior without accidentally re-enabling old automations.
Review A Workflow Row
Each row shows the workflow name, description, status, last updated date, and run count. Use run count to quickly see whether a published workflow is being used.
If a published workflow has no runs, check whether the trigger is too narrow, the workflow was recently published, or the expected event has not happened yet.
If a workflow has many runs, open recent runs before editing. High-run workflows may be tied to customer emails, invoices, record updates, or integration calls, so changes should be tested with one safe record first.
Open A Workflow
Select a workflow row to open its detail or builder experience.
Before editing, note the current status, last updated time, and recent run outcomes. If the workflow recently failed, inspect runs first so the edit addresses the actual failing step instead of changing unrelated configuration.
For customer-facing workflows, take a screenshot or written note of the current trigger, conditions, and actions before editing. This makes rollback easier if the change affects live records.
Maintenance Habit
Archive workflows that are no longer valid, rename unclear workflows, and review published workflows after major CRM, finance, scheduling, form, or integration changes.
Also review the list after imports or template changes. New fields, statuses, or record types can make old conditions too broad, too narrow, or misleading.
Use the list as part of release checks for operational changes. If you add a new pipeline stage, payment method, form field, ticket status, or integration, scan workflow names and descriptions for automations that may depend on the old setup.
Group cleanup work by risk. Rename unclear workflows first, review draft workflows next, then change published workflows only after checking recent runs.
What Not To Do From The List
Do not publish, archive, or duplicate a workflow just because a single run failed. First confirm whether the problem was trigger data, a missing permission, a provider outage, or a real configuration error. Then test the fix with one safe record before relying on the workflow again.
Incident Review
When a workflow seems to have created the wrong result:
- Search the list for workflows related to the affected object.
- Open the likely workflow and review recent runs.
- Compare the trigger data with the workflow conditions.
- Check whether another workflow produced the same action.
- Pause only the workflow that is still at risk.
- Test the smallest safe fix before publishing again.