AI Workflows

Pull data from external services (e.g., your personal email or third-party apps).

Manage sensitive account features, such as billing or account settings.

Create tasks or subtasks.

Comment on tasks.

Update task details (summary, description, due date, or list).

Complete tasks.

Add tasks to favorites.

Add tags to tasks.

Assign tasks to users.

Add followers to a task.

Send Slack messages to channels or users.

Send emails.

Search for tasks.

Workflows can’t trigger other workflows: If one workflow creates an action, such as adding a comment, and another workflow is designed to act on comments, the second workflow won’t be triggered by the AI-generated comment. Actions must be performed directly by users to trigger other workflows.

Actions are performed on behalf of the creator: Any actions taken by a workflow, like assigning tasks or adding comments, will appear in the task history as if they were performed by the user who created the workflow.

Specify subtasks when needed: If your workflow should only apply to subtasks, make sure to include this condition explicitly, such as using: “If the task is a subtask...”.

Workflows When a Task is Created These workflows are triggered when a task is created, whether it’s from Slack, a form, email, or directly in Workast. The information used to create the task is what the workflow will work with. For example, you could create a workflow that automatically assigns a task to a team member when it's created or adds a specific tag based on the task's description.

Workflows When a Task is Updated This type of workflow is triggered when a task is updated, but not when it’s completed. It applies to changes in the task’s details, such as the description, summary, assignees, tags, or custom fields. For example, you might set up a workflow to notify team members when a task’s description is updated, or automatically assign a new tag when the assignee changes.

Workflows When a Task is Completed These workflows are triggered when a task is marked as completed. For instance, you can set up a workflow to send a notification to a specific channel when a task is completed or move the task to a “Done” list automatically when it’s finished.

Workflows on a Schedule Workflows on a schedule run at specified times or intervals. These workflows are useful for automating recurring actions, like searching for overdue tasks or creating new tasks at set times. For example, you can set up a workflow that runs every Monday morning to generate a new checklist or automatically check for tasks that need updating.

Use @ for references: Mention spaces, people, tags, or custom fields using @. This ensures you're referencing existing resources and avoids typing mistakes or misunderstandings.

Present clear conditions: Phrase conditions like, "If-when XX, then YY" to make your workflow logic explicit and straightforward.

Specify tasks when needed: Use terms like "main/parent task" or "subtask" to clarify the structure of your workflow.

Leverage Workast vocabulary: Include specific terms like List, Due date, Assign, Follower, comment, reminder, and others to align your instructions with Workast's functionality.