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Create and share workflows

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Written by Maureen Changawa
Updated over 2 months ago

Introduction

Creating and sharing workflows in Sana Agents lets you turn your best ways of working into reusable tools for your team. You can design multi-step processes, add clear inputs, and control who can access each workflow.

This helps you scale expertise, keep work consistent, and make powerful automations available to everyone who needs them.

How to create a workflow

1. Clarify your objective

Start by deciding what you want the workflow to accomplish. Common examples include:

  • Recurring status or performance reports.

  • Email outreach flows for sales or customer success.

  • Meeting preparation and follow-up.

  • Project planning or documentation updates.

Being specific about your goal makes it easier to design clear, reusable steps and inputs that others can understand at a glance.

2. Open the workflow creation flow

  1. Open Sana Agents.

  2. Go to the Workflows section.

  3. Select Create workflow.

You can now choose between two creation paths:

Ask AI to help

In the Describe your workflow view, type what you want the workflow to do in natural language, for example:

"Create a workflow that automatically summarizes any new audio added to the 'Team meetings' folder and sends the summary via email to all attendees."

  • Select the arrow button to continue. Sana will turn your description into a draft workflow that you can review and adjust.

Start from scratch

Here, you will open an empty workflow where you can add triggers, steps, and settings manually.

3. Define steps and inputs

Use the builder to create multiple steps that the agent can follow:

  1. Break down your process into clear, logical steps (for example, “collect data,” “analyze results,” “draft summary,” “prepare email”).

  2. In each step, describe what the AI should do in simple, direct language.

  3. Add variables (inputs) for the information that changes each time you run the workflow, such as:

    • company_name

    • date_range

    • meeting_link

    • report_audience

  4. Reference specific sources or collections when the workflow needs to use governed or compliance-sensitive content.

By using variables, people can reuse the workflow in many scenarios without editing the underlying steps.

4. Add workflow details

In the workflow builder, when starting from scratch, start with core details that help others discover and understand your workflow:

  • Title: Clearly describe what your workflow does (for example, “Weekly sales pipeline summary”).

  • Description: Add a short explanation so others know when and why to use it.

  • Category: Choose an existing category (such as Sales, Support, Finance, HR, Engineering) or create a new one, depending on your permissions.

  • Sources: Add relevant sources such as documents, knowledge bases, databases, or SharePoint folders to ground the workflow in the right information.

These details make your workflow easy to find, understand, and trust.

5. Save and test your workflow

  1. Save your workflow.

  2. Run it with a realistic example input.

  3. Review the outputs to check:

    • Are the steps followed in a sensible way?

    • Are the results accurate and useful?

    • Are instructions and variables clear for other users?

  4. Refine your steps, variables, and sources if needed.

  5. Save your updates and run it again, if necessary.

Once you are happy with the results, your workflow is ready for others to reuse, schedule, and share.

How to share workflows

Set access when creating or editing

When you create or edit a workflow, you can decide who can access it:

  • Everyone in organization (shared): All users in your organization can see and use the workflow.

  • Specific users or user groups: Limit access to selected teammates, teams, or groups.

Choose the level of access that matches the workflow’s purpose, sensitivity, and intended audience.

Change access later

You can adjust sharing settings as your needs change:

  1. Open the workflow.

  2. Go to the 3 dots at the top right and chose the Sharing section.

  3. Update who can view or run the workflow (and who can edit it, if that is supported).

  4. Save your changes.

You might:

  • Start with a private workflow while you test it.

  • Share it with a small pilot group.

  • Open it up to the full organization once you are confident in the results.

Ownership and editing rights

  • Anyone with access to Sana Agents can create their own workflows.

  • By default, only the workflow creator (and any designated editors and owners) can edit the workflow.

  • Viewers can use the workflow but cannot change its steps.

When to create and share a workflow

Create and share workflows when:

  • You do the same multi-step task often and want to avoid reinventing prompts.

  • You want your team to follow the same high-quality process every time.

  • You are the subject matter expert and want to scale your knowledge.

  • You need a consistent, governed way to work with critical data or content.

Sharing workflows helps:

  • New team members get productive faster.

  • Non-experts handle complex tasks with confidence.

  • Leaders trust that important processes run in a consistent way.

FAQ

Q. Who can create workflows?

A. Anyone with access to Sana Agents can create their own workflows.

Q. Who can edit a workflow?

A. Only the workflow creator and any designated owners or editors can edit a workflow. Other users can run the workflow, as long as they have access.

Q. Can Workspace Owners or Editors see my private workflows?

A. Private workflows are not visible to other users unless you choose to share them.

Q. Can I share a workflow with a specific team only?

A. Yes. You can share workflows with specific users or user groups, so only the right teams can access them.

For further questions or information about Sana Agents, please contact [email protected] via email or directly in the helpcenter chat.

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