We describe a Workflow as a set of instructions, or as the master blueprint of a process, which outlines exactly how a specific process should be completed. A Workflow Run, on the other hand, is an individual instance of that Workflow. Think of it as a parent/child relationship.
For example, if you have an Employee Onboarding Workflow, you would run the workflow each time you had a new hire. You could be onboarding 10 new hires at the same time, and having separate workflow runs allows you to know exactly what progress has been made for each person, or what still needs to be done.
What can you do with workflow runs?
- Set them live – You can run them manually, via automations, and for one-off events
- Set them to repeat – Schedule them for recurring weekly, monthly, or yearly processes
- Make them dynamic – Affect how tasks or content flows, or who is assigned to certain tasks
- Fill them out – Capture data and files in form fields and check off subtasks
- Pass and receive data – Use data to fill out workflow runs or to integrate them with other apps
- Communicate – Use comments on tasks and trigger email notifications to other users
- Share them – Share workflow runs with people inside and outside your organization
- Set accountability – Assign users to the tasks or whole workflow runs they need to work on
- Give them a deadline – Set due dates for individual tasks or the whole workflow run
- Send emails – Send emails directly from your workflow runs
The example below shows you running a workflow for your latest employee onboarding.
You can start to fill out the fields in the workflow run, completing tasks as you progress.
All of the information you fill out, check off, upload or attach, is contained within your workflow runs. This data can be viewed at any time in your Reports tab.
Read more about workflow runs and how to use them.