Creating Custom Workflows

Welcome to the SoterAI onboarding module on custom workflows. This guide walks through how to build your own reusable AI workflow — and why it's one of the most powerful features on the platform.

Think about the tasks your team runs regularly — risk assessments, site audits, incident reviews, standardised reports. Completing those consistently usually relies on someone remembering the right format and structuring the output the same way every time. Custom workflows solve that problem. You define the process once, and SoterAI carries it out the same way, every time it runs — without anyone needing to re-prompt the system.

Open the builder

Go to the Workflows page in the left-hand navigation. You can start in either of two ways — both open the same builder:

• select New Custom Workflow in the top-right corner of the page, or
• select Create Now on the Create a Workflow card in the Quick Start section.

The builder opens with a chat on the left and the Workflow Map on the right. Here's the most important tip: everything happens in the chat. The Workflow Map is a read-only picture of what SoterAI is building for you — you can click a part of it to tell SoterAI what your next message is about, but you don't type into it.

Describe what you want

Simply describe what you want in plain English. Tell SoterAI what the workflow should do, who it's for, and what the output should look like. Even better — if you already have a finished document that represents your gold standard, like a completed risk assessment or leadership report, drop it into the chat and ask SoterAI to build a workflow that produces it. SoterAI will work out the steps needed to reproduce it and build the whole workflow for you.

Review and test

Once SoterAI has built the workflow, review the Workflow Map on the right-hand side — the title, description, instructions, attachments, schedule and the ordered steps. If you want to make changes, just ask in the chat — for example, adding an extra input step or adjusting the output format.

Before you save, run a quick test. Select Test at the bottom of the map: SoterAI runs the workflow against a sample input, reports what happened, and may suggest improvements. Check the output against your template and ask for any final tweaks in the chat.

Save it

When you're happy, select Save workflow. Your workflow appears in the Custom Workflows section of your My Workflows tab, where you can run it with a single click using Use Now. There's no autosave — if you leave the builder before saving, SoterAI asks whether to keep editing or discard your changes.

A saved workflow is private to you until you share it. To manage it, open the three-dot (⋮) menu on the workflow card. From there you can Edit Workflow, Set Schedule, Share, Clone or Archive.

Share it with your team

Once you've built a custom workflow, you don't have to keep it to yourself. Open the ⋮ menu on the workflow card and select Share. You can share it with specific workspaces — including your own, so colleagues in the same workspace can find it — or with every workspace across your organization. The people you've shared it with will find it in their Library under Shared with you, where they can select Add to put it on their own My Workflows tab and start using it straight away.

Run it on a schedule

You can also set a custom workflow to run automatically on a recurring schedule — hourly, daily, weekly, monthly, or a custom cadence — so it runs itself without anyone needing to trigger it. Use Set Schedule in the ⋮ menu. See Scheduling Workflows for details.

Custom workflows turn SoterAI from a powerful AI tool into your team's standardised operating system for safety and risk work. Start with the tasks your team runs most often, build the workflow once, and let everyone benefit from it.

For the full step-by-step guide, see Building Custom Workflows in SoterAI.