Creating Custom Workflows

Welcome to the SoterAI onboarding module on custom workflows. In this video, we'll walk 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 executes it the same way, for every person in your workspace, every single time — without anyone needing to prompt the system.

To get started, navigate to the Workflows page in the left-hand toolbar and select the create a workflow tool. This opens a new chat with a form on the right-hand side. Here's the most important tip in this video: don't worry about the form. That's the manual way of building a workflow, and you don't need it. Everything happens in the chat.

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 reverse-engineer the document, work out the steps needed to reproduce it, and fill out the entire workflow form for you.

Once SoterAI has built the workflow, review the details on the right-hand side. If you want to make changes, just ask in the chat — for example, adding an extra input step or adjusting the output format.

When you're happy, click Create Record to publish your workflow. Published workflows appear in the Custom Workflows section on your “My Workflows” page, where anyone with access can run them with a single click.

Before rolling a new workflow out to your team, we recommend a quick test. Run it yourself, check the output against your template, and ask for any final tweaks in the original chat. If you ever need to edit, create a copy or remove a workflow, click the three dots on the workflow tile to do so.

Once you've built a custom workflow, you don't have to keep it to yourself — you can share it with your team. Just find the workflow on your My Workflows page, click the three dots button, and select Share. From there, you can choose to share it with one specific workspace or with every workspace across your organisation, then click Save. The people you've shared it with will find it in their Library under the “Shared with you” section, where they can add it to their own “My Workflows” page and start using it straight away.

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.