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 catalogue. 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 organised by tag.
At a glance
| Tab | What it shows | Purpose |
|---|---|---|
| My Workflows | The workflows you have added in this workspace, organised into collapsible category groups, plus the always-present Quick Start tiles. | Daily work — open and run the workflows you use. |
| Library | Every workflow accessible to your workspace, partitioned by tag (Getting Started, EHS/Risk, Claims, Producers, and Analytics). Added workflows remain visible in the Library with their button showing the current added state. | Discovery — find workflows, try them out, and add them to your My Workflows tab. |
A page-wide search above the tabs lets you find 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.
These tiles are always present at the top of My Workflows and cannot be removed.
Category groups
Added workflows appear below the Quick Start tiles, grouped by their category (Safety, Ergonomics, Documentation, Custom Workflows, Enterprise, 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.
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 tag sub-tabs. There are currently five live 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.
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”.
A workflow can carry more than one tag, so the same workflow (for example, Analyse 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.
Add vs Remove
| Action | What it does | Where to do it |
|---|---|---|
| Add | Adds the workflow to your My Workflows tab under its category. | Library card — click Add + |
| Remove | Removes the workflow from your My Workflows tab. | Library card or My Workflows card — click ✓ Added |
Adding or removing a workflow only affects 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 labelled Create Now instead — it launches the workflow builder rather than running an existing workflow.
Searching workflows
The search bar at the top of the page is page-global: it returns results from both My Workflows and the Library in one flat list. Start typing and the tab structure collapses into search results until you clear the box.
Each search result shows a small chip indicating where the workflow lives (My or Library) and the workflow's category, so you can tell at a glance whether the workflow is already on your My Workflows tab or sitting in the Library waiting to be added.
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 this release, two things changed for you on deploy day:
- Your favourited 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. Your Enterprise workflows and any Custom workflows your workspace owns are also pre-added.
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, 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.
Things to know
- My Workflows is personal. Two members of the same workspace can have different My Workflows tabs. Adding a workflow only affects your own view, not your colleagues'.
- 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. Analyse 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. A tag sub-tab only appears in the Library if it has at least one workflow your workspace can access. Tags with no content are simply omitted.
Learn more
Select a topic below for a detailed walkthrough:
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