What is a workflow
A workflow is an automated, multi-step process. It has a trigger that starts it, a sequence of actions it performs, and approval steps where a human signs off before anything final happens.
Where an AI agent is an adaptable worker who figures out how to reach a goal, a workflow is a strict, reliable recipe that follows a set sequence of instructions to get a job done.
The four parts of a workflow
Section titled “The four parts of a workflow”- Trigger — the event that kicks off the process: a set schedule (for example, every Monday at 9 AM), a new form submission, a data change in an app, or a button click. Triggers can also be run on demand or manually.
- Actions — the actual steps performed across your company apps, like pulling data, creating a support ticket, or sending an email.
- Decision logic — rules that guide the process along different paths depending on the situation. For example, a request over $1,000 goes to the Finance Lead; anything smaller goes to the manager.
- Approval gates — required pauses where the workflow waits for a human to double-check and sign off before carrying out important or sensitive steps.
Why workflows matter for enterprise teams
Section titled “Why workflows matter for enterprise teams”- No missed steps — workflows follow your exact instructions every time, eliminating manual handoff mistakes and forgotten tasks between teams.
- Built-in safety and compliance — admins can see every step in the process and decide exactly where human approvals are required before changes happen in your core systems.
- Clear records — every run saves a complete log showing when it ran, what data was processed, and who approved each step.
A quick example: onboarding a new employee
Section titled “A quick example: onboarding a new employee”- Trigger — HR marks a candidate as Hired in the HR system.
- Automated setup — the workflow drafts new account setups for email, chat, and company software.
- Human approval — the workflow pauses and sends a review request to the IT Lead to confirm the account permissions.
- Final action — once IT approves, the accounts go live and a welcome summary posts to the team’s onboarding channel.
Agents vs. workflows
Section titled “Agents vs. workflows”| Feature | Enterprise AI agent | Enterprise workflow |
|---|---|---|
| How it operates | Goal-oriented and flexible | Fixed, step-by-step sequence |
| Main goal | Figuring out how to complete a complex task | Automating a set operational process |
| Structure | Chooses tools dynamically as needed | Follows exact triggers, actions, and decision rules |
| Best used for | Research, writing, analysis, and flexible tasks | Standard operating procedures and recurring routines |
Related
Section titled “Related”- The full Workflows reference → Workflows overview
- Execute your first process → Run your first workflow
- Design multi-step logic → Building workflows
- Quick lookups → Glossary