Editing a custom workflow in SoterAI

If you are an owner or manager of the workspace that created a custom workflow, you can update its title, description, and instructions directly in SoterAI — no engineering support required.

How to edit a workflow

1. Go to the Workflows page and locate the custom workflow you want to update.
2. Click the ⋮ (more options) menu on the workflow tile.
3. Select Edit Workflow.
4. The record details modal opens, prepopulated with the workflow's current values.
5. Update Title or Description directly in the form, then click Save Changes.

To update the workflow's Instructions, Inputs, or Outputs, use the Open conversation button (see below) — these fields cannot be edited by typing into them directly.

Testing your workflow before saving

When you have finished describing your workflow in the builder chat, SoterAI offers to run a trial simulation before you publish. This lets you verify the workflow produces the right output and iterate on the instructions without committing a live version.

After populating the workflow fields, the AI presents a Next Steps summary in the chat, including the prompt:

“Want me to run a quick test to verify the workflow produces the right output before you finalise? I can simulate it with a sample [input type] description.”

Three suggested action buttons appear below the message:

• Yes, please run a test with a sample [input]. — SoterAI executes the workflow against a generated sample input and returns the output inline in the chat, so you can review it immediately.
• Help me refine the instructions for [specific aspect]. — Returns to the instructions and improves them based on your feedback before testing.
• Suggest how to integrate this with our [process]. — SoterAI recommends how the workflow fits into your existing safety or operational processes.

You can also type your own response to request a test run or ask for refinements in plain language — the suggested buttons are shortcuts, not the only options.

Once you are satisfied with the test output, click Create Record in the form panel to publish the workflow. Changes made during a test run do not affect the saved workflow until you save them.

Updating workflow instructions

The Instructions, Inputs, and Outputs fields in the edit modal are read-only. They are generated through the chat interface and cannot be changed by typing into the form directly. Hovering over any of these fields shows a tooltip: “Instructions are generated through the chat and can't be edited manually. Use the chat to refine this workflow.”

To change the instructions:

1. Open the edit modal and click Open conversation to return to the original chat thread.
2. Describe the change you want — SoterAI will update the instructions accordingly.
3. Once the chat has updated the form, click Save Changes.

If the Open conversation button is not available (see below), start a new chat from the workflow tile and describe your updates there.

Opening the originating conversation

If the workflow was built from a chat conversation in SoterAI, an Open conversation button appears in the Edit modal. Clicking it takes you back to that thread, where you can review or extend the conversation before saving your changes.

The Open conversation button is not shown for cloned workflows, seeded workflows, or any workflow whose originating conversation is no longer accessible.

How republishing works

• Saving edits republishes the workflow in place. There is no draft or staging step — changes are live as soon as you save.
• Updates apply to all workspaces where the workflow is currently shared.
• Existing sharing, enabled states, and any clones created from this workflow are unaffected by republishing.
• Versioning and the ability to revert to a previous version are not supported in this release.

Things to know

• Only owners and managers of the owning workspace see the ⋮ menu. Regular members see Use Now and the pin control only.
• If the workflow was shared from another workspace, you will see a Clone button instead of the ⋮ menu.
• To customise a shared workflow, clone it to create your own editable copy.
• Test runs happen within the builder chat session only and do not publish or share any output.
• The same edit modal is where you can enable and configure a schedule for the workflow. See Scheduling Workflows for details.