Building Custom Workflows

What is a custom workflow?

A custom workflow is a reusable AI workflow you define yourself. You give it a name, write a prompt that tells SoterAI exactly what to do, and optionally describe what inputs it needs and what it produces. Once published, it appears alongside your other workflows and anyone in your workspace can run it with a single click.

Examples of what you could build:

• Translate a document from Polish to English following your company style guide
• Summarise a site inspection report into a 5-point executive briefing
• Generate a toolbox talk from a list of hazards identified on-site
• Draft a corrective action plan from an incident description

Who can create custom workflows?

Custom workflows can be created by Owners, Managers, and Users. Read-Only and Actions Access users cannot create, edit or run any workflow that has been shared with the workspace.

Creating a custom workflow

Step 1 — Open the workflow builder

Navigate to the Workflows section in the sidebar and click Create Workflow. You will be asked to choose how you want to start:

• Start from scratch — a blank canvas where you define everything yourself
• Convert a file — upload an existing document (e.g. a process guide or SOP) and SoterAI will use it as the basis for your workflow
• Start from a template — pick a pre-built structure and customise it

All three paths take you into the same split-screen builder: a chat panel on one side and a form panel on the other.

Step 2 — Tell SoterAI what you want in the chat

The chat panel is your starting point. Describe your workflow in natural language — what it should do, who it's for, and what it should produce. You don't need to fill in any fields yet.

For example:

"Create a workflow that reviews a site inspection report and identifies the top 3 safety risks, with a recommended action for each."

SoterAI will interpret your description, ask follow-up questions if needed, and help you refine the prompt until the workflow does exactly what you want.

Tip: The more specific your description, the better the result. Mention your industry, the format you want the output in, and any constraints to follow.

Step 3 — Review and confirm in the form

Once you're happy with the workflow in chat, switch to the form panel to review what's been captured — Title, Prompt, Inputs, Outputs, and Details — and make any final adjustments. When everything looks good, click Create Record to publish.

Finding and running a custom workflow

Published custom workflows appear in a dedicated Custom Workflows section on the Workflows page, below your Favourites. Click any workflow tile to open it and start a conversation — SoterAI will automatically load the workflow's prompt as the starting context, so you can get straight to the task.

Editing and Archiving a published workflow

Editing and Archiving actions are available at any time. In the Records Management section, open the Custom Workflows sub-section, and click the three-dot menu (⋯) on the right side of the workflow tile. This opens the workflow details. Make your changes in the form, then click Save Changes.

Note: Conversations linked to published workflows can be deleted.

Export a custom workflow

To export a custom workflow, open the workflow in the Records Management section and select the Export button at the top of the screen.

Workflow visibility and permissions