> ## Documentation Index
> Fetch the complete documentation index at: https://docs.base44.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing workflows

> Turn your Base44 app's workflows and hooks on or off, edit, rename, run and archive them, review every run, and keep their integration credit use under control.

After you [create a workflow](https://docs.base44.com/Building-your-app/Creating-workflows.md), you manage it from the **Workflows** page in your app's dashboard. Turn it on or off, change what it does, run it on demand, review every run and keep an eye on the credits it uses.

[Hooks](https://docs.base44.com/Building-your-app/creating-hooks.md), the workflows that check your rules before an action in your app, work the same way. Where something is different for a hook, the section says so.

***

## Changing a workflow

After you start using workflows, you can control when they run, change what they do, rename them, trigger them on demand, or clean up workflows you no longer need. Each workflow shows an **Active** or **Inactive** status, and you can deactivate one to pause it and reactivate it whenever you need it.

### Turning a workflow on or off

Deactivate a workflow when you want to stop it running, and activate it again when you need it. Deactivating stops new runs from starting, but the run history stays available.

Turning a [hook](https://docs.base44.com/Building-your-app/creating-hooks.md) off turns its rule off, so the action it protects goes through without any check until you turn it back on. When you turn off a hook, your app asks you to confirm, so click **Deactivate** in the dialog.

**To turn a workflow on or off:**

1. Click **Dashboard** in your app editor.
2. Click **Workflows**.
3. Click the **More actions** icon  on the workflow.
4. Click **Deactivate** or **Activate**.

You can also open a workflow and use the **Active** toggle in the details panel.

![Workflow menu with the Deactivate option highlighted](https://mintcdn.com/base44/PZ7PRS_0Vw5N4HxF/images/deactivateworkflow.png?fit=max\&auto=format\&n=PZ7PRS_0Vw5N4HxF\&q=85\&s=942750c997392bee69281fafda0d77ab)

Deactivating a workflow from the More actions menu.

### Editing a workflow

To change what a workflow does, edit it from its diagram or just describe the change in the AI chat. Every edit option opens the AI chat with a pre-filled prompt and the AI makes the change for you, so there is nothing to edit by hand.

> [accordion] Editing a step
>
> Click a step's **Edit** icon to change what the step does or replace it with a different step.
>
> ![A workflow with a scheduled trigger and a send daily reminders action, and the edit menu open on Change what this step does and Replace this step](https://mintcdn.com/base44/I1QI0alPKQovwbjh/images/editing-a-step.png?fit=max\&auto=format\&n=I1QI0alPKQovwbjh\&q=85\&s=1ffb17c143ef9e8f24f56015cb89cf03)
>
> Editing a step.

> [accordion] Editing the trigger
>
> * Click the trigger's **Edit** icon to change which events trigger the workflow.
> * Click the **Replace trigger** icon to switch to a different trigger, such as a scheduled, connector, in-app agent, or entity trigger.
>
> ![The trigger picker open beside a workflow, offering the scheduled options One time, Recurring and On an interval, then connectors, agents and entities](https://mintcdn.com/base44/I1QI0alPKQovwbjh/images/edit-workflow-trigger.png?fit=max\&auto=format\&n=I1QI0alPKQovwbjh\&q=85\&s=1c2ab8eeee27eea931bb25ac37171051)
>
> Replacing a workflow's trigger.

> [accordion] Adding a step
>
> Click the add button below a step, then choose **Action** or **Condition**.
>
> ![The plus control below a workflow action, with an Add a step after this tooltip and a menu offering Action or Condition](https://mintcdn.com/base44/I1QI0alPKQovwbjh/images/adding-a-step-workflow.png?fit=max\&auto=format\&n=I1QI0alPKQovwbjh\&q=85\&s=af4a3ab487ca56da3a2828ba72f87096)
>
> Adding a step to a workflow.

> [!NOTE]
>
> Changing a workflow's steps creates a new version. Runs already in progress finish on the version they started with, and new runs use the latest version.

### Renaming a workflow

Give a workflow a clearer name at any time. Renaming does not create a new version.

**To rename a workflow:**

1. Click **Dashboard** in your app editor.
2. Click **Workflows**.
3. Click the **More actions** icon  on the workflow.
4. Click **Rename** and enter the new name.

![The Workflows list with 3 active workflows and a menu open on the first, with Rename above Deactivate and Archive](https://mintcdn.com/base44/1snwrMHc8GN-cqaS/images/renameworkflow.png?fit=max\&auto=format\&n=1snwrMHc8GN-cqaS\&q=85\&s=ab9e40010d4ef4eb6a680e829bf6a764)

Renaming a workflow from the More actions menu.

### Running a workflow immediately

Run a workflow right away when you want to start it on demand. This helps you test changes, confirm that your configuration works, or handle something urgent between scheduled runs.

For a hook, **Run now** tests it with data from a previous run instead. [Learn how testing a hook works](https://docs.base44.com/Building-your-app/creating-hooks.md#testing-a-hook).

> [!WARNING]
>
> **What Run now does:**
>
> * It executes real actions using your current configuration, such as sending real emails or updating real records.
> * It's a one-time manual run that doesn't affect your schedule or trigger, and it appears in the run history labeled as a test.
> * When earlier runs exist, you can also replay the workflow using the data from a previous run.

**To run a workflow:**

1. Click **Dashboard** in your app editor.
2. Click **Workflows**.
3. Click the workflow to open it.
4. Click **Run now** in the details panel.
5. In the confirmation dialog, click **Run now** again.

![Workflow side panel with Run now outlined above its run history](https://mintcdn.com/base44/1snwrMHc8GN-cqaS/images/runnowworkflow.png?fit=max\&auto=format\&n=1snwrMHc8GN-cqaS\&q=85\&s=24b22abea53f715b43638bc84f42f3b7)

Running a workflow on demand with Run now.

### Cancelling a run

If a workflow is running and you need to stop it, you can cancel the run while it is still in progress. The cancelled run shows as **Cancelled** in the run history.

**To cancel a run:**

1. Click **Dashboard** in your app editor.
2. Click **Workflows**.
3. Click the workflow to open it.
4. Click the run that is in progress, then click **Cancel run**.

### Archiving a workflow

If you do not need a workflow anymore, you can archive it to keep your active list clean.

Archiving a [hook](https://docs.base44.com/Building-your-app/creating-hooks.md) turns its rule off too, so your app asks you to confirm before it archives one.

**To archive a workflow:**

1. Click **Dashboard** in your app editor.
2. Click **Workflows**.
3. Click the **More actions** icon  on the workflow.
4. Click **Archive**.

![The Workflows list with a menu open on the first workflow and Archive outlined, below Rename and Deactivate](https://mintcdn.com/base44/NYgUQIX5TN3t0K3a/images/archiveworkflow.png?fit=max\&auto=format\&n=NYgUQIX5TN3t0K3a\&q=85\&s=01d21d2aae7bb866e3e5c70f70588a13)

Archiving a workflow from the More actions menu.

> [!TIP]
>
> To see or restore archived workflows, click the **More actions** icon  next to **Create workflow**, then click **View archive**.

***

## Monitoring runs

Every workflow records each run so you can watch it happen in real time and review it afterward. Review a single workflow's runs from its details panel, or see runs across all your workflows on the **Activity** tab.

> [!TIP]
>
> As a workflow runs, each step in the diagram shows a green checkmark when it completes successfully, so you can confirm at a glance that it works and see exactly where it stops if a step fails.

### Viewing a workflow's runs

When you open a workflow, the details panel shows its **Success rate**, **Avg. runtime**, and a **Run history** of every run. When something goes wrong, the run shows the exact step that failed and the error, so you know where to look without guessing.

A [hook's](https://docs.base44.com/Building-your-app/creating-hooks.md) details panel shows only its **Run history**. When you open one of its runs, it shows whether the hook allowed or blocked the action, and a failed hook run counts as blocked.

**To view a workflow's runs:**

1. Click **Dashboard** in your app editor.
2. Click **Workflows**.
3. Click the workflow you want to inspect.
4. In the details panel, review **Run history**, where each run shows its time and status, such as **Completed**.
5. Click a run to open its **Run log**, including the start time, end time, and runtime.

![A completed workflow run shown in green on the canvas, beside a run log panel giving the description, start and end times and a runtime of 1.5 seconds](https://mintcdn.com/base44/2miaRY-R6HMQU8Ti/images/viewrunsworkflow.png?fit=max\&auto=format\&n=2miaRY-R6HMQU8Ti\&q=85\&s=cab18e8ee3074c3cccef1a83e80c84f7)

A workflow's details panel with its run history.

### Using the Activity tab

The **Activity** tab under **Workflows** in your app dashboard brings together runs from all your workflows in one place. Runs from [hooks](https://docs.base44.com/Building-your-app/creating-hooks.md) are labeled as hooks.

> [!TIP]
>
> Runs you start with **Run now** are labeled **TEST**, so you can tell them apart from runs that fired automatically.

**To view activity across workflows:**

1. Click **Dashboard** in your app editor.
2. Click **Workflows**.
3. Click the **Activity** tab.
4. Review the list of runs, where each one shows its workflow, status, start time, and run time. Filter by status (**Running**, **Completed**, **Failed**, or **Cancelled**) or by time range.
5. Click **View** on a run to open it in the workflow's diagram alongside its run log.

![The Activity tab with search and status filters above a table of 3 completed workflow runs, each with its status, start time and run time](https://mintcdn.com/base44/2miaRY-R6HMQU8Ti/images/workflowactivity.png?fit=max\&auto=format\&n=2miaRY-R6HMQU8Ti\&q=85\&s=f6e8b12bfc1065e10436ade1e0dd7c7f)

The Activity tab, showing runs across all your workflows.

***

## Workflows and integration credits

Workflows are billed by the steps that run. Each step that runs a backend function uses a fraction of an integration credit, and the charges add up across all the steps in a single run. Built-in integrations that a step uses, such as sending an email or calling an AI model, can use credits too, as they do elsewhere in your app.

A workflow with several steps therefore costs more per run than a single-step one, so keep an eye on how often your workflows run and what each step does. If you run out of integration credits while a run is in progress, that run is cancelled. [Learn more about credits.](https://docs.base44.com/Account-and-billing/Credits.md)

> [card] Tips for managing credit usage
>
> Workflows that run frequently or chain several actions can drain your credit balance quickly. Here are some ways to keep usage under control:
>
> * **Add specific trigger conditions:** Narrow the criteria that start a workflow so it does not run unnecessarily.
> * **Use conditions to skip unneeded steps:** Branch the workflow so expensive steps only run when they are actually needed.
> * **Consolidate redundant workflows:** If several workflows perform overlapping tasks, combine them into fewer, smarter ones.
> * **Resolve failing workflows promptly:** Workflows that error can still consume credits on each retry. Check your run history regularly and fix or disable problem workflows as soon as you spot them.
> * **Review the frequency of scheduled workflows:** Consider whether recurring workflows, such as daily reports or reminders, need to run as often as configured.
> * **Be sparing with AI calls:** If a step calls an AI model, that uses credits too, so only call it when you actually need the result.
> * **Test on a small dataset first:** Run a workflow manually and check its run history to estimate the per-run credit cost before enabling it at scale.

***

## FAQs

Click a question below to learn more.

> [accordion] Can I add conditions to control when a step runs?
>
> Yes. Ask the AI chat to add conditions to any workflow or step. For example:
>
> ```text theme={null}
> After the wait, only send the reminder when the task is still incomplete.
> ```
>
> The workflow then takes different paths based on the conditions you describe, so different steps run depending on your data. A condition can have several paths, plus a catch-all for anything that does not match, and the diagram shows each path separately.

> [accordion] What happens when a workflow fails?
>
> Open the workflow and check its **Run history** to find the step that failed. Ask the AI in your dashboard to explain the error and suggest a fix, then use **Run now** to confirm the workflow succeeds.
>
> If a workflow keeps failing, Base44 deactivates it automatically and emails you, so you can fix it before turning it back on. A scheduled workflow is deactivated after 5 consecutive failures, because it runs the same way every time, so repeated failures usually mean something is wrong. Workflows with any other trigger are deactivated after 50 consecutive failures, because their incoming data varies and the occasional failure is more expected. Fixing the workflow and reactivating it resets the count.

> [accordion] Why does Run now ask me to choose a previous run?
>
> It depends on how the workflow starts. A scheduled workflow can run on demand at any time, because it does not need any input. A workflow that starts from an entity, connector, or in-app agent trigger needs the trigger's data to run, such as the specific task that was created, so **Run now** replays the data from a previous run. This means the workflow has to run at least once before you can run it on demand.
>
> If you see **No previous runs**, trigger the workflow for real once, for example by creating a task for the task follow-up workflow, and then use **Run now** to replay that run.

> [accordion] Can I manage workflows from the AI chat?
>
> Yes. Ask the AI to activate, deactivate, archive, or restore a workflow, and it makes the change for you without opening the dashboard menus.
>
> ![AI chat confirming that a workflow is paused](https://mintcdn.com/base44/I1QI0alPKQovwbjh/images/ai-chat-manage-workflow.png?fit=max\&auto=format\&n=I1QI0alPKQovwbjh\&q=85\&s=6f28125c2cedba6774dc865a99762aec)
>
> Managing a workflow from the AI chat.

> [accordion] How many workflows does the Workflows page show?
>
> The Workflows page lists all of your workflows, paging through up to 1,000.

> [accordion] Where did my app's automations go?
>
> In November 2026, Base44 moved every app's automations to workflows. If your app had any automations, you'll find them on the **Workflows** page in your app's dashboard. Each one is now a workflow with the same trigger and schedule. Old links to the automations page open **Workflows** too.
>
> Automations you archived stay archived. To see them, click the **More actions** icon  at the top of the page, then click **View archive**.
>
> If a workflow couldn't turn on after the move, a banner at the top of the **Workflows** page tells you, and the workflow shows a warning icon. Fix its trigger, for example by reconnecting an integration, then [turn the workflow on](#turning-a-workflow-on-or-off). You can also ask the AI chat to fix it for you.
>
> Runs from before the move don't appear in the workflow's run history.


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