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Use workflows when you want to take work off your plate, such as welcoming new customers, sending summary emails, syncing data between tools, or running multi-step processes that wait, check conditions, and react automatically. When building an app in Base44, workflows run backend work for you automatically. A workflow can start on a schedule, when your data changes, when an app user talks to an in-app agent, when a connected integration sends an event, when you publish your app, or when your app takes a payment. You create workflows using the AI chat in your app’s dashboard, then manage them and review their runs from the Workflows page.
You need a Builder plan or higher to create and run workflows.
Workflows page in the app dashboard listing active workflows

The Workflows dashboard, where you create and manage workflows.

Workflows replaced automations. Everything automations could do, workflows can do too, plus more:
  • Multiple steps: Chain several actions together in one flow, instead of a single action.
  • Conditions: Take different paths depending on your data, so the right steps run in each situation.
  • Delays: Pause for minutes, hours, or even days between steps, then continue automatically.
  • Step-by-step visibility: Watch each run in real time and see exactly which step succeeded or failed.

What can I use workflows for?

Workflows handle almost any backend work you want to happen automatically, especially when a task takes more than one step. For example:
  • Nurture leads: When a new lead signs up, send a welcome email, wait 2 days, then follow up only if they have not replied or booked a call.
  • Alert on conditions: Check inventory on a schedule and message your admins only when an item drops below its threshold.
  • React to data changes: When a new product is added, notify your team and create a task to review it before it goes live.
  • Keep tools in sync: When a Google Calendar event is cancelled, update the matching booking and email the customer.
  • Send scheduled summaries: Every morning, email yourself a recap of the previous day’s orders and post the total to a Slack channel.

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How workflows work

A workflow is made of a trigger and one or more steps. The trigger decides when the workflow starts. The steps decide what happens, in order, each time it runs: a step can run a backend function (code the AI writes for you), send one of your app’s designed emails, wait for a set amount of time, or take a different path based on a condition. When you describe what you want in the AI chat, Base44 builds the workflow for you. It appears in 2 places: your app’s file tree and the Workflows dashboard. Opening it shows a visual diagram that flows from the trigger through each step. Each run is recorded, so you can review what happened and fix any issues quickly. A workflow runs after something happens in your app. A hook is a type of workflow that runs before an action instead, so it can check your rules and block the action.
A branching workflow diagram that starts from an entity trigger, splits on a fitness goal into 4 email actions, waits 2 days, then branches again on whether a call was booked

A workflow shown as a diagram, from the trigger through each step.

Example: welcoming a new lead. When a lead is created, the workflow sends a welcome email matched to their fitness goal, waits 2 days, then checks whether they booked a call. If they did, it adds the call to your calendar; if not, it sends a follow-up nudge.

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Choosing a trigger

A workflow can start in several ways. When describing what you want to the AI chat, it helps to know which trigger fits your use case. Read more about each one below.

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Scheduled

Scheduled workflows run at a time you define in your timezone. You can run one time, on a recurring schedule, or on an interval, for example every 30 minutes. A monthly schedule can also run on the last day of the month, or on a particular weekday of the month, such as the second Tuesday. Use these for recurring tasks like daily digests and weekly reports, or for a one-time job at a specific date and time. Example prompts:
  • Send me a daily summary of all new orders to my email every morning at 8:00.
  • Archive trip records that have been completed for more than 30 days, every Sunday at midnight.
  • On the last day of every month, email me a summary of the month's sales.
Keep these in mind for scheduled workflows:
  • Recurring schedules run at most once every 5 minutes, and you can set them to end on a date or after a number of runs.
  • A schedule that reaches its end, including a one-time schedule after it runs, is archived automatically.
  • A recurring schedule with no end keeps running until you deactivate or archive it.
  • Every run uses integration credits for its steps, so a schedule that runs every few minutes adds up quickly.

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Entity

Entity workflows run in response to changes in your app’s data, such as a record being created, updated, or deleted. Use these to react to activity in real time. Example prompts:
  • Send a push notification whenever I add a new WishlistPlace and write any needed backend function for me.
  • Send the admin an email whenever a new booking is created.
Keep an entity workflow focused:
  • Add a condition so it only runs when it should, for example only when an order’s status changes to shipped, rather than on every update.
  • Avoid having a workflow update the same record that triggers it, which can make it run in a loop.

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In-app agent

In-app agent workflows run once when an app user starts a new conversation with an in-app agent, not on every message they send. Use these to stay on top of who is reaching out, for example to get notified when a customer starts a chat, add them to your contacts, or send yourself a summary at the end of the day. Example prompts:
  • Email me whenever someone starts a new conversation with my agent.
  • Add the person to my Contacts list when they start a chat with my agent.

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Connector

Connector workflows run when a connected tool sends an event, such as a new email arriving in Gmail or a calendar event being updated in Google Calendar. The tool must support workflow triggers, such as Gmail, Google Calendar, Google Drive, Microsoft Outlook, Microsoft OneDrive, and Slack. When you add a trigger, you can pick any connector that supports workflow triggers, even one your app hasn’t connected yet. Click Browse all connectors to see the full list. If you pick a connector that isn’t connected, the AI chat asks you to connect it while it builds the workflow. You can add a condition so a workflow only runs for the events you care about. This matters most for busy tools like Slack, where you might want to run only for messages in a certain channel or from a certain person. Example prompts:
  • When a new email arrives in Gmail with the subject "Book appointment", parse it and add a new booking to my app.
  • When a Google Calendar event is cancelled, update the booking in my app and post a message in the #salon-general Slack channel.
If a tool doesn’t support workflow triggers, you can still bring its events in:
  • Save events as records: For example, to act on new Stripe payments, use a webhook or backend function to save each payment as a record in your app, then use an Entity workflow that runs when a new payment record is created.
  • Check on a schedule: Instead of waiting for the tool to notify you, run a scheduled workflow that checks the tool on a regular basis, for example every hour, and handles anything new since the last check.

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App publish

App publish workflows run when you publish your app from the app editor. Use these to announce a release, tell your team an update is live, or run setup work the first time your app goes out. Example prompts:
  • When I publish my app, post a message in my team's Slack channel.
  • The first time my app is published, send me a summary email.
App publish runs on every successful publish, including when you restore a previous version. It does not run when you unpublish. You can add a condition so a workflow only runs on your app’s first ever publish.

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App payment

App payment workflows run when a payment succeeds, a payment is refunded or a subscription ends in your app’s payment provider. Use these to fulfil an order, send a receipt, or update a record once someone has paid. The Subscription canceled trigger runs when a subscription is canceled, expires or is paused. It works with Base44 Payments, Stripe and PayPal. Example prompts:
  • When a payment succeeds, mark the order as paid and email the customer a receipt.
  • When a payment is refunded, update the order status and let my team know.
Keep these in mind for app payment workflows:
  • You need a connected payment provider. Turning on a workflow with this trigger fails if your app does not have one.
  • Failed payment attempts do not start a workflow, and neither do payments with no amount, such as a free checkout or a 100% discount.
  • Test payments do start a workflow, so add a condition if you only want real ones.
  • Subscription renewals may not start a workflow yet, so avoid building one that only reacts to renewals.
  • The payment details passed to your workflow do not include the customer’s email or other personal details. A backend function can fetch the full details from your provider when you need them.

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App user auth

App user auth workflows run when someone signs up for your app or logs in to it. Use these to welcome new app users, set up their account, or let your team know who joined. Choose Signup or Login under App user auth when you pick the trigger.
This trigger appears only for apps that require login. If your app is public without login, people never sign up or log in, so there is nothing for it to react to.
Example prompts:
  • When someone signs up, send them a welcome email and add them to my newsletter list.
  • When a user logs in, update their last active date.
When each one runs depends on who can access your app:
  • Public apps: Signup runs the first time a person signs in successfully, after they verify their email or sign in with a provider such as Google. Login runs every time they sign in after that.
  • Private and workspace apps: Signup runs when an admin approves someone’s access request, not when they first log in. Login runs every time an approved user signs in.

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Creating a workflow

To create a workflow, click Create workflow in your app dashboard. Base44 opens a Create a new workflow canvas, where you start from a trigger, start from an action, or pick one of the suggestions based on your app. From there, you describe what you want in the AI chat and it creates the workflow, asking any questions it needs. You keep refining it in the chat until it works the way you need. Each time the AI creates or updates a workflow, a card for it appears in the chat. Click the card to open the workflow in the editor.

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Starting from a trigger

Start from a trigger when you already know how the workflow should begin. Your choice adds a prompt to the AI chat, and the AI builds the workflow with you and adds it to your Workflows list.
A screenshot of a new workflow in the app dashboard, with the Add trigger step outlined above Add action

Adding a trigger to a new workflow.

To create a workflow from a trigger:
  1. Click Dashboard in your app editor.
  2. Click Workflows.
  3. Click Create workflow.
  4. Click Add trigger.
  5. Choose how the workflow starts, such as a scheduled trigger set to One time, Recurring, or On an interval, or a connector, an in-app agent, or an entity.
  6. Add what the workflow should do to the prompt in the AI chat, then send it.
  7. Answer any follow-up questions the AI asks.
  8. If you picked a connector your app hasn’t connected yet, click Connect to and the connector’s name in the AI chat, then sign in to your account.
A screenshot of the Add trigger menu on a new workflow in the app dashboard, with Browse all connectors outlined

Choosing a trigger for a new workflow.

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Starting from an action

Start from an action when you know what the workflow should do but haven’t decided what should set it off. The AI asks you about the trigger as it builds, then adds the workflow to your Workflows list. To create a workflow from an action:
  1. Click Dashboard in your app editor.
  2. Click Workflows.
  3. Click Create workflow.
  4. Click Add action, then choose what the workflow does:
    • Backend function: Run custom code, like updating data or calling an API.
    • Condition: Take a different path depending on a rule.
    • Wait: Pause for a set time before the next step.
    • Describe your own: Tell the chat what this step should do.
  5. Finish the prompt your choice adds to the AI chat, then send it.
  6. Answer any follow-up questions the AI asks.
The Create a new workflow canvas with the Add action menu open, listing Backend function, Condition, Wait, and Describe your own

Choosing an action on the Create a new workflow canvas.

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Starting from a suggestion

Start from a suggestion when you want a ready-made idea tailored to your app. The AI builds it and adds it to your Workflows list. To create a workflow from a suggestion:
  1. Click Dashboard in your app editor.
  2. Click Workflows.
  3. Click Create workflow.
  4. Under Or start from these workflows, choose a suggestion.
  5. Review the pre-filled prompt in the AI chat, adjust it if needed, and send it.
Create a new workflow canvas with the suggestions row outlined

Choosing a workflow suggestion.

Get the best results from the AI:
  • Describe each step and outcome clearly so they show up in the diagram.
  • For a condition, give each path a distinct action, otherwise the AI might put the logic inside a single backend function instead of showing a separate path.
  • If a step needs a new backend function, just mention it and the AI writes it for you.