Workflows Overview

The Workflows page has been redesigned into two tabs so you can focus on the workflows you actually use without losing access to the wider catalog. Your personal My Workflows tab shows only the workflows you have added for your workspace; the Library is the discovery surface where every workflow your workspace has access to is organized by tag.

At a glance

At the top of the page you'll find the New Custom Workflow button (top-right corner), which opens the workflow builder from either tab, and a page-wide search above the tabs that finds a workflow regardless of which tab it lives in.

My Workflows

The My Workflows tab is your personal landing page. What appears here is specific to you in this workspace — two members of the same workspace can have different My Workflows tabs.

Quick Start

Two tiles appear at the top of My Workflows: General Chat (with a Use Now button) and Create a Workflow (with a Create Now button). These are the standard entry points to chat with SoterAI and to build your own workflows. Create Now does the same as the New Custom Workflow button in the page header — both open the workflow builder.

These tiles are always present at the top of My Workflows and cannot be removed.

Pinned

Every workflow card on My Workflows has a pin icon. Select it to pin the workflow: it moves into a Pinned group directly below Quick Start, so the workflows you use most are always at the top. Select the pin again to unpin it and return it to its category group. The Pinned group only appears when you have pinned at least one workflow, and pins are personal to you in this workspace.

Category groups

Added workflows appear below the Quick Start tiles (and the Pinned group, if you have one), grouped by their category (Safety, Ergonomics, Documentation, Custom Workflows, Enterprise, Record Types, and so on). Each category group has a header with a collapse/expand arrow — clicking it hides or shows the workflows in that group. Categories with no added workflows are not shown.

Archived originals

One card state on this tab is not a workflow you can run. If you added a workflow that another workspace shared with you, and its owner later archived it, the card stays here in a faded Original archived state: it tells you the owner archived the workflow, and offers Keep (save a copy into this workspace) or Retire (clear the card). It has no Use Now, no Added button, no schedule and no ⋮ menu.

This is the only place an archived workflow belonging to another workspace appears — it is not listed in Shared with you or anywhere in the Library. For what Keep and Retire do, who can use them, and what happens if the owner restores the workflow, see Custom Workflows: Lifecycle Management.

Empty state for new users

If you have no added workflows — the typical state for a new user — My Workflows shows just the Quick Start tiles plus a short message guiding you to the Library to find workflows for your role.

The Library

The Library is partitioned into sub-tabs. Seven of them are tag sub-tabs:

• Getting Started — onboarding workflows that guide new SoterAI users through setup tasks such as connecting apps, uploading data to Data Sources, and setting up Records Management.
• EHS/Risk — Environmental, Health, and Safety workflows.
• Claims — Insurance and claims workflows.
• Producers — Sales and producer workflows.
• Analytics — Data and analytics workflows.
• EH&B — Employee Health & Benefits workflows, covering the benefits client lifecycle from prospecting through renewal to post-renewal stewardship.
• BPO — Business process outsourcing workflows.

Two further sub-tabs are not tags — they are views onto the sharing and archiving state of workflows:

• Shared with you — workflows that another workspace or the Soter team has shared with your workspace, each with an Add button. See Shared with you below.
• Archived — archived custom workflows owned by your workspace, with a Restore option. Visible to owners and managers only.

A tag sub-tab is only visible if at least one workflow your workspace can access carries that tag — empty tags are hidden, not shown as “coming soon”. Shared with you and Archived behave differently: they are always present, and show an explanatory message when there is nothing in them. If nothing has been shared with your workspace, Shared with you reads “No workflows have been shared with this workspace yet.”

A workflow can carry more than one tag, so the same workflow (for example, Analyze Incident Trends) can appear under both EHS/Risk and Claims. Adding such a workflow from one tag adds it across all of them — it is the same workflow either way.

Each Library card has two controls:

• An Add + / ✓ Added button that determines whether the workflow appears on your My Workflows tab. The button shows Add + when the workflow is not yet added, and ✓ Added when it is. The card stays visible in the Library regardless of state — adding does not remove the card from the Library.
• A Try It button that runs the workflow directly without adding it to My Workflows. Your added state is unchanged after using Try It.

Cards also carry an ⓘ button that opens details about the workflow before you commit to adding it.

Shared with you

When a workflow is shared with your workspace — whether it is a custom workflow built by a colleague in another workspace, or an enterprise workflow the Soter team has set up for your company — it lands in the Shared with you sub-tab. It is not added to your My Workflows tab automatically.

From there it works exactly like any other Library card: click Add to put it on your My Workflows tab, and Remove to take it off again. Each person in the workspace decides for themselves, so a workflow shared with your whole team may sit on some colleagues' tabs and not others.

Adding a shared workflow does not copy it — you are running the owner's version, so their later improvements reach you automatically. Taking a copy instead ends that; see Cloning a workflow.

If the workflow's owner later stops sharing it with your workspace, it disappears for everyone in that workspace — both from Shared with you and from the My Workflows tab of anyone who had added it. Archiving is different: it leaves a faded archived card on the tab of anyone who had added the workflow, rather than removing it outright.

For how sharing works from the owner's side, see Custom Workflows: Lifecycle Management.

Add vs Remove

All four affect only your own My Workflows tab. Your colleagues' tabs are independent.

Try It vs Use Now

Library cards show a Try It button. My Workflows cards show a Use Now button. Both run the workflow, but the key difference is what happens to your My Workflows tab afterwards:

• Try It on a Library card — runs the workflow once without adding it. Your My Workflows tab is unchanged. To keep the workflow on your tab, use the Add + button on the Library card separately.
• Use Now on a My Workflows card — runs a workflow you have already added. No change to your My Workflows tab.

For the Create a Workflow Quick Start tile, the button is labeled Create Now instead — it launches the workflow builder rather than running an existing workflow, exactly like the New Custom Workflow button in the page header.

Searching workflows

The search bar at the top of the page is page-global: it searches My Workflows and the Library at once. Start typing and the tabs are replaced by your results until you clear the box with the ✕.

Results are grouped by category — for example, Safety or Data & Analytics — and each card shows its tag (such as EHS/Risk). You can tell straight away whether a workflow is already on your My Workflows tab: added workflows show ✓ Added and Use Now, while workflows you haven't added yet show Add + and Try It.

Search is the recommended way to find a specific workflow if you do not remember which tag it carries.

What changed for existing users

If you have been using the Workflows page before these releases, a few things changed for you on deploy day:

• Your favorited workflows are now added to My Workflows. Anything you had starred has been auto-added to your My Workflows tab and appears under its category.
• Your active workflows are pre-added. Anything you used five or more times in this workspace has been auto-added to My Workflows.
• Nobody lost an enterprise workflow. Enterprise workflows your workspace already had access to were carried over when shared workflows moved to the add-it-yourself model, so your existing access is unchanged.

If you find a workflow missing from My Workflows that you expected to be there, it is still available in the Library — open the Library, find it under its tag or under Shared with you, and click Add + on the card.

Permissions

The Workflows Library uses the same workflow-write permission that controls workflow management today. If your role already allowed you to add or remove workflows, you can now add and remove workflows for yourself. Read-only roles can browse both tabs but cannot make changes. The Archived sub-tab is visible to owners and managers only, and so is the Keep button on an archived original — Retire needs only the same permission as Remove.

Things to know

• My Workflows is personal. Two members of the same workspace can have different My Workflows tabs. Adding or pinning a workflow only affects your own view, not your colleagues'.
• Shared workflows are never added for you. A workflow shared with your workspace appears in Shared with you and waits there until you add it yourself.
• Library cards stay visible after adding. Adding a workflow from a Library card adds it to your My Workflows tab but leaves the card visible in the Library with its button showing ✓ Added. Cards do not disappear from the Library when added.
• Try It does not add the workflow. Running a workflow via Try It from a Library card does not add it to your My Workflows tab. Use the Add + button on the card to add it explicitly.
• A workflow can carry multiple tags. Analyze Incident Trends and similar cross-cutting workflows appear under more than one tag sub-tab. Adding from one tag adds the workflow to your My Workflows tab regardless of which tag you used to find it.
• Empty tags are hidden, but Shared with you and Archived are not. A tag sub-tab only appears in the Library if it has at least one workflow your workspace can access. Shared with you and Archived are always shown and explain when they are empty.
• Revoking a share removes the workflow for everyone. If the owner stops sharing a workflow with your workspace, it leaves both Shared with you and any My Workflows tab it had been added to.
• Archiving does not remove it outright. If the owner archives a workflow you had added, you keep a faded Original archived card and choose whether to Keep a copy or Retire it. It does leave the Library, and nobody can newly add it.

Learn more

Select a topic below for a detailed walkthrough: