Workflows

A workflow is the unit of work in Audimate. It bundles a recording of how a task is done, a written playbook describing the steps, and the task boards it reads from or writes to. Running a workflow means Arro reads its playbook and completes the task for you. Every recording you save, every playbook you write, and every run you trigger lives inside a workflow.

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Where to find it

Workflows live in the Audimate workspace, in your browser and in the desktop app. You create, edit, and run them from either. Capturing a recording happens in the desktop app through watch mode. To open one, choose New then New Workflow in the sidebar, or double-click any workflow file in Team Library or Private. Saving a watch recording opens the new workflow’s detail page for you.

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The workflow detail page

Three tabs run across the top, each mapping to a core concept. A workflow opens on the Playbook tab, since that is the part a run and a coaching session both read. The header above the tabs holds the title, the version selector, and the action buttons. When a task board feeds a second workflow, Audimate adds a Workflow field to it so each task says which workflow should process it, and removes the field again if the task board drops back to one.

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Plugins this workflow needs

An @ mention declares a plugin the workflow uses. The strip below the header shows each plugin’s readiness for your account. Authorization opens separately, keeping your workflow edits open. Plugin settings and connections belong to your account within the workspace, so teammates can see different readiness.

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Create a workflow

Enter a name and click Create workflow to open the editor. See Creating files for its location. Write the playbook first and attach a recording later, or build it up from the Recording tab by adding steps by hand. To capture a task instead of writing it out, record it in the desktop app with watch mode. Recording always produces its own new workflow, so start there rather than from inside one you have already created. Once you have a recording, the Create button in the header opens the Create with AI dialog. Inside Create and Edit you tick what to generate: a Playbook of step-by-step instructions, or a Template task board carrying the field schema and no tasks.

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Running a workflow

The Start workflow button in the header opens a dropdown with two ways to run. From the web app both hand off to the desktop app, and the dialog that appears has a download link if it does not open. Both are unavailable until the workflow has something to work from: recorded steps, a playbook with something written in it, or an attached task board. Until then they are greyed out and say so on hover.

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Guide me

Arro walks you through the workflow on your own screen, one step at a time. It highlights the control to use, tells you what to do, and waits. It coaches from the recording when there is one and from the playbook when there is not, so it works as soon as the workflow has either. Arro follows what is actually on your screen, so it adapts when the app has changed since the recording was made.

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Run with AI

The workflow runs once in the desktop app. Follow its progress and open its result in Tasks. A manual run needs no task board. Attached task boards and their queued tasks stay untouched. If required inputs are missing, Arro asks you. Recording examples do not become inputs automatically. Answer inline in the dock or open the task in Tasks. Select an offered option, or type your response and click Send answer. The run waits up to 10 minutes for an answer, then reports what it could not complete. You can cancel while it waits. For a browser login or verification step, use Take over, complete the step, then resume. A run cannot start until every mentioned plugin is installed, enabled and connected for your account. The message names what needs attention. See Plugins for setup and reconnection. Routine connection renewal happens automatically. A connection marked for reconnection requires you to reconnect before running. In the desktop app you can start either mode by voice: ask Arro to run a workflow by name, or ask it to walk you through one.

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What each plan can do

Building a workflow is free, and Free includes 3 runs to try what you built. They are counted once per person, not per workspace or per month. After those, running starts on Plus. What each run may use, and the messages you see when a run stops, are on Plan limits. Setting a task board up stays free, so you can choose the four agent lists, the workflow the task board runs, and Start cards automatically ahead of an upgrade, and take any of it back out again. Agents pick work up while included runs remain. Each card an agent works counts as one run, so a full queue can use them quickly. Everything else about a task board is free too: drag tasks between lists, and a task dropped in the pick-up list waits there. See Plan limits.

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Running many tasks at once

Use the task board’s agent controls to start queued work, or schedule a workflow whose procedure starts queued tasks. Each waiting task gets its own worker, a few at a time. On a task board of 20 leads, that means twenty separate runs. Configure the workflow and agent lists in the task board’s Settings → Agents. The pick-up list determines which tasks can run. Starting a workflow manually executes it once and leaves that queue untouched. Tasks move out of the pick-up list, through the working list, and into Done or Failed live as workers finish them. A worker files its own task into the list holding that role, so which list a task is in IS what happened to it, and nothing else decides where it lands. Each worker also appears in your Tasks list if you want its step-by-step detail. Two workers can never pick up the same task, so a task is never processed twice. If a worker stops unexpectedly, its task returns to the pick-up list after a while and another worker picks it up. On a task board with a Priority field, the most urgent waiting tasks go first. Workers cannot ask you questions. One that hits a login screen or a CAPTCHA marks its task Failed with the reason and stops. For a login, sign in to that site once from Arro → Browser → Sign in (see Signing in when a task asks); for anything else, clear the blocker where it lives. Then use Retry on the failed card to send it back to the pick-up list.

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What your task board needs

Work is picked up through the task board’s Stage field and its pick-up list, the list labeled “Agents pick up here”. A task waits there, and moves to the working list while a worker runs it. Every new task board arrives with its four agent lists set up and agents switched on, on every plan, though nothing is picked up until the workspace is on a plan that runs agents. Two things stop a run once it is: the Agents master switch being off, and the agent lists having been cleared, both under Settings → Agents. You can also start work from the task board itself. Turn on auto-run so a card dropped into the pick-up list starts immediately, point a personal schedule at the task board, or select cards and choose Run. See Starting agents.

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Working copy and snapshots

Versions belong to the workflow and include every recording, playbook, and task board attachment. Attached task boards stay live: snapshots do not freeze their tasks, fields, or settings. The workflow’s title, description, and sharing also remain outside its versions. You edit the working copy. Saving updates it without increasing the version number. Creating a snapshot freezes that version and starts the next working copy with the same content. For example, snapshotting v1 leaves a read-only v1 and an editable v2. To freeze a known-good version:

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Default run version

Runs use the working copy unless you pin a version. Once a workflow has at least one snapshot, the ⋯ menu gains Default run version: choose the working copy or a snapshot, and any run that does not name a version uses your choice. The menu item shows the current setting, for example Runs snapshot v3. Audimate keeps your edits in memory until you save, showing a Saving… indicator briefly when changes flush. Leaving with unsaved changes warns you first.

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Sharing

Sharing is always with people inside your workspace, and always with a group. There is no per-person share and no public link, so nothing in Audimate is reachable by holding a URL alone. Sharing a folder covers everything inside it, at any depth. Private means not shared, not sealed. A private workflow does not appear in a teammate’s search results, document lists, or the pickers Arro uses, not even for an admin or the workspace owner. An admin can still take ownership of any item, which is a deliberate, recorded step and never a way to browse. Move a workflow between Private and Team Library by dragging the file, or with Move in its right-click menu. Only the owner can take it back to Private. A workflow can also be exported as a PDF for anyone outside Audimate, on every plan.

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Ownership

Every workflow, task board, and folder has exactly one owner: whoever created it, unless ownership has been handed over. Ownership is separate from access. Sharing a workflow lets people open and edit it, and does not make them owners. Making the file Private again is reserved for the owner alone, and no workspace role substitutes for it. Transferring ownership is done by a workspace admin or the workspace owner, not by the item’s own owner. Open the share dialog, select Transfer on the owner row, then choose the new owner and confirm. The new owner must be a member of your workspace. Because an item has exactly one owner, the previous owner stops being the owner as soon as it completes, keeping only whatever was separately shared with them, which for a private item is nothing. It is an administrative action because it cannot be undone by the person who gave the item up. Only an admin or the workspace owner can transfer it back. Every transfer is recorded in the workspace audit log, and if your workspace requires 2-factor for admins, the person doing it must have it enabled. Creating something grants you nothing on its own. Your name stays on it as a matter of record, but what you can open is what you have been granted.

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Plan limits

Workflows count against two separate caps. See Workflow and task board limits for the full model. Plan caps follow the owner, so a transfer moves a workflow from one person’s allowance to the other’s. Changing a folder’s access cascades to every workflow inside it. When unsharing a folder sweeps in workflows other people own, the message names the owner at their limit rather than blaming the person doing the unshare. Claiming an unassigned resource is the one exception: it is a repair action, so it is never blocked and can put you over your own cap. Otherwise, free up a slot in the destination pool or upgrade.

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Replay the tour

A guided tour runs the first time you open a workflow. Replay it from the more actions (⋮) menu with Restart tour.

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