Workflows

A workflow is the unit of work in Audimate. It bundles one written playbook describing the steps and one task board holding the tasks it works through. Running a workflow means Arro reads its playbook and completes the task for you. 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. Recording your screen happens in the desktop app through watch mode. To start one, choose New then New Workflow in the sidebar. To open one, double-click any workflow file in Team Library or Private. Submitting a recording opens the new workflow’s detail page for you.

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The workflow detail page

Four tabs run across the top. Each of the first three maps to a core concept, and Runs shows how past runs went. 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 and the action buttons. Every workflow has one playbook and one task board, created with it and deleted with it. Every card on the task board runs this workflow. See What a card runs.

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Plugins this workflow needs

An @ mention declares a plugin the workflow uses. While any of them still needs setup for your account, a notice below the header says how many. The notice disappears once every plugin is ready. Click Install on the notice to open Plugins this workflow needs. Each plugin listed there shows its next step. 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. Until every plugin is installed, enabled and connected, Run with AI and starting a card from the task board open Plugins this workflow needs instead. Guide me starts either way. A plugin that only needs reconnecting does not hold anything back.

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Create a workflow

New Workflow offers two ways to start.

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Show how it’s done

This starts watch mode. Do the task once, then submit the recording. Audimate creates the workflow when you submit, names it from what you did, and Arro writes the playbook. In a browser, this hands the recording to the desktop app. When the recording finishes processing, a card offers Run it and Guide me.

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Write the steps

This creates an untitled workflow and opens its Playbook tab with the cursor in the title. See Creating files for its location. Write the playbook, or record steps into it.

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Start from a template

Choose Or start from a template under the two options in New Workflow, or pick one in Start your first workflow, which opens after your first tour. Three templates are offered, and one click creates the workflow where New was chosen. Each one creates an ordinary workflow you can change: a written playbook and a task board designed for it. Runs keep their files in a folder of their own inside your Audimate folder. The research brief and the meeting notes come with a sample task in the Inbox, which runs once you start it. The workflow opens on its Playbook tab. Replies and recap emails are written as drafts on the task for you to review. Where a computer cannot make Word and Excel files, Meeting Notes saves a PDF and skips the tracker, and Lead Follow-Up skips its log. The run says so.

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Edit a workflow

Edit the playbook directly, or record steps into it. Saving… in the header shows pending changes across the playbook and task board tabs. To change the playbook or task board with AI, tag Arro in a comment or ask Arro on the desktop. See Changes made with AI.

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Running a workflow

The Start workflow button opens a dropdown with Run with AI and Guide me. On web, review the action and click Open desktop app to begin. The dialog also includes a download link. In the desktop app, both actions start directly. Both are unavailable until the playbook has something written in it. 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 playbook and its screenshots. Arro follows what is actually on your screen, so it adapts when the app has changed since the playbook was written.

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Run with AI

The workflow runs once in the desktop app. Follow its progress and open its result on the workflow’s Runs tab or in Tasks. A manual run leaves the workflow’s task board and its queued tasks untouched. When the procedure needs values from you, the run asks for them together before it starts. Every run follows the playbook. Values the playbook names as fields come from the task card or from you. In Tasks, the run’s plan lists the workflow’s steps and marks each one as it goes. A run does not operate your desktop apps, so it carries out steps in them through your files. To open a document, it reads the file. A step that only a desktop app can do is reported as not completed. 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 30 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 started by voice or a schedule is refused the same way, with a message naming the plugin. See Plugins for setup and reconnection. Routine connection renewal happens automatically. 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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See past runs

The Runs tab lists your runs of this workflow, newest first. Run history belongs to the person who ran it, so teammates see only their own runs. Beside Start workflow, the header shows how your latest run ended and when. Click it to open that run. On the web it opens the Runs tab, where runs show their name and status only. See Where details are available.

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What a schedule does

A scheduled task for a workflow follows its playbook. What each scheduled time does depends on that playbook. A playbook that mentions fields describes one task, so the schedule holds that task’s details and adds it to the workflow’s task board each time. If you can no longer edit the task board, nothing is added. See A task on every run.

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What each plan can do

Building a workflow is free, and Free includes 10 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 Arro’s four lists ahead of an upgrade and change them at any time. See Starting agents for handing tasks to Arro. 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. Moving tasks between lists stays free. See Plan limits.

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Running many tasks at once

Use the task board’s agent controls to start queued work. Each waiting task gets its own worker, a few at a time. On a task board of 20 leads, that means twenty separate runs. A schedule never starts waiting tasks. It adds one new task each time. Configure Arro’s lists in the task board’s Settings → Arro. 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. So does one whose task leaves a required field empty, or an optional one a step cannot do without. 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 “Arro picks up here”. A task waits there, and moves to the working list while a worker runs it. Every new task board arrives with Arro’s four lists set up and Arro 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 Use Arro switch being off, and Arro’s lists having been cleared, both under Settings → Arro. You can also start work from the task board itself. Move a card into the pick-up list and confirm Hand to Arro, or select cards and choose Run. A personal schedule on the workflow adds a new task each time instead. See Starting agents.

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Sharing

Cover images are the one exception: everyone in your workspace can see an item’s cover, even when the item is private. See Icon and cover. 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. To give a workflow to someone outside Audimate, export it.

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Ownership

Every workflow, page, 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 page 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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Snapshots

A snapshot is a copy of the workflow as it was at one moment. The workflow you keep editing is the working copy, and a snapshot never changes after it is taken. Only the workflow’s owner can take a snapshot. Choose Take snapshot from the more actions (⋮) menu and add a note if you like. Choose Snapshots from the same menu to look through them. Anyone who can open the workflow can view its snapshots. Linked pages are never copied, so a snapshot always reads them as they are now. The owner can act on any snapshot: A workflow keeps up to 25 snapshots, so delete an older one to take another. Taking one when nothing has changed since the last is refused. Deleting the workflow deletes its snapshots. A task on the workflow’s task board can run a snapshot instead of the working copy. A snapshot can’t be deleted while a reserved task, waiting or running, uses it. Deleting one moves any other task that used it back to the working copy.

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Export

Export what the open tab shows from the more actions (⋮) menu with Export. Every plan can export. A PDF starts with the title and the export date and links back to the workflow. Each page carries its page number and a small “Created with Audimate” footer. On Plus and Pro, turn off Audimate footer in the export dialog to leave it out; the setting is remembered on that device. Paper is Letter or A4, starting from the one used where you are. A CSV has one row per task, with the list it sits in as the first column. A PDF is built in the background, so you can close the dialog and keep working while the card in the bottom-right corner shows its progress. Text in scripts other than Latin, such as Cyrillic or Chinese, does not print in a PDF.

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Replay the tour

A guided tour runs the first time you open a workflow. It explains what a workflow is for, then highlights the Playbook, Tasks, and Runs tabs and Start workflow, saying what each one is for. Replay it from the more actions (⋮) menu with Restart tour.

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