Workflows Overview

At the top of the page you'll find the New Custom Workflow button (top-right corner), which opens the workflow builder from either tab, and a page-wide search above the tabs that finds a workflow regardless of which tab it lives in.

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 Run 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. Create Now does the same as the New Custom Workflow button in the page header — both open the workflow builder.

Pinned

Every workflow card on My Workflows has a pin icon. Select it to pin the workflow: it moves into a Pinned group directly below Quick Start, so the workflows you use most are always at the top. Select the pin again to unpin it and return it to its category group. The Pinned group only appears when you have pinned at least one workflow, and pins are personal to you in this workspace.

Category groups

Added workflows appear below the Quick Start tiles (and the Pinned group, if you have one), grouped by their category (Safety, Ergonomics, Documentation, Custom Workflows, Enterprise, Record Types, 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.

Archived originals

One card state on this tab is not a workflow you can run. If you added a workflow that another workspace shared with you, and its owner later archived it, the card stays here in a faded Original archived state: it tells you the owner archived the workflow, and offers Clone (save a copy into this workspace) or Remove (clear the card). It has no Run, no Added button, no schedule and no ⋮ menu.

This is the only place an archived workflow belonging to another workspace appears — it is not listed in Shared with you or anywhere in the Library. For what Clone and Remove do, who can use them, and what happens if the owner restores the workflow, see Custom Workflows: Lifecycle Management.

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 is partitioned into sub-tabs. Seven of them are package sub-tabs:

Two further sub-tabs are not packages — they are views onto the sharing and archiving state of workflows:

• Shared with you — workflows that another workspace or the Soter team has shared with your workspace, each with an Add button. See Shared with you below.
• Archived — archived custom workflows owned by your workspace, with a Restore option. Visible to owners and managers only.

A package sub-tab is only visible if at least one workflow your workspace can access is in that package — empty packages are hidden, not shown as “coming soon”. Shared with you and Archived behave differently: they are always present, and show an explanatory message when there is nothing in them. If nothing has been shared with your workspace, Shared with you reads “No workflows have been shared with this workspace yet.”

A workflow can belong to more than one package, so the same workflow (for example, Analyze Incident Trends) can appear under both EHS/Risk and Claims. Adding such a workflow from one package 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 Run button that runs the workflow directly without adding it to My Workflows. Your added state is unchanged after you run it.

Cards also carry an ⓘ button that opens details about the workflow before you commit to adding it.

Shared with you

When a workflow is shared with your workspace — whether it is a custom workflow built by a colleague in another workspace, or an enterprise workflow the Soter team has set up for your company — it lands in the Shared with you sub-tab. It is not added to your My Workflows tab automatically.

From there it works exactly like any other Library card: click Add to put it on your My Workflows tab, and Remove to take it off again. Each person in the workspace decides for themselves, so a workflow shared with your whole team may sit on some colleagues' tabs and not others.

Adding a shared workflow does not copy it — you are running the owner's version, so their later improvements reach you automatically. Taking a copy instead ends that; see Cloning a workflow.

If the workflow's owner later stops sharing it with your workspace, it disappears for everyone in that workspace — both from Shared with you and from the My Workflows tab of anyone who had added it. Archiving is different: it leaves a faded archived card on the tab of anyone who had added the workflow, rather than removing it outright.

For how sharing works from the owner's side, see Custom Workflows: Lifecycle Management.

Add vs Remove

All four affect only your own My Workflows tab. Your colleagues' tabs are independent.

Running from the Library vs My Workflows

Library cards and My Workflows cards both show a Run button. Both run the workflow, but the key difference is what happens to your My Workflows tab afterwards:

• Run 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.
• Run 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 labeled Create Now instead — it launches the workflow builder rather than running an existing workflow, exactly like the New Custom Workflow button in the page header.

The search bar at the top of the page is page-global: it searches My Workflows and the Library at once. Start typing and the tabs are replaced by your results until you clear the box with the ✕.

Results are grouped by category — for example, Safety or Data & Analytics — and each card shows its package (such as EHS/Risk). You can tell straight away whether a workflow is already on your My Workflows tab: added workflows show ✓ Added, while workflows you haven't added yet show Add +. Both show Run.

If you have been using the Workflows page before these releases, a few things changed for you on deploy day:

• Your favorited 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.
• Nobody lost an enterprise workflow. Enterprise workflows your workspace already had access to were carried over when shared workflows moved to the add-it-yourself model, so your existing access is unchanged.

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 package or under Shared with you, and click Add + on the card.