Simple Chat

Create a workflow

Save a repeatable multi-step task that can run manually or on a schedule.

What this does

A workflow is an ordered set of instruction tasks that runs with a selected model or agent. This guide creates a workflow with runner, trigger, tasks, reliability choices, and review.

Video planned

Create a workflow walkthrough

Recording planned. Show create a workflow end to end and explain why this task helps a user.

To publish this video:

  1. Upload the recording to YouTube or Microsoft Stream.
  2. Save a poster frame as docs/images/video-posters/guide-create-a-workflow.png.
  3. Add the watch URL to this slot in docs/_data/media.yml.

Why you would use this

Use workflows for repeatable work where sequence matters: weekly document checks, multi-stage summaries, or group processes that should run the same way each time. It replaces copying a checklist into chat; it is not ideal for exploratory conversations that need a human decision after every answer.

Before you start

  • Personal workflows require allow_user_workflows; group workflows require allow_group_workflows; see Workspaces settings.
  • Admins may require require_member_of_workflow_user before users can create workflows.
  • If tasks use documents, upload them or configure File Sync first.

Steps

  1. Open Personal Workspace or a Group Workspace.
  2. Choose Workflows from Section or the tab row.
  3. Select New Personal Workflow or New Group Workflow.
  1. In General, enter a name, description, and default runner.
  2. In Trigger, choose manual execution or a scheduled interval.
  3. In Tasks, write the first task instructions and add more tasks with Add Task.
  4. For each task, decide whether it inherits the runner or uses a specific Direct Model or Agent.
  5. Optionally set a document action such as Search, Analyze, or Compare.

Screenshot needed

Create a workflow step 8

Capture the create a workflow task at this step in SimpleChat with realistic sample data and redact secrets.

Save as docs/images/guides/create-a-workflow-step-8.png

Drop the file at that path and it replaces this card automatically. No other change needed.

  1. In Reliability, choose retry and failure behavior, then review and save.

Microsoft 365 Run as

When a workflow uses Calendar, Email, OneDrive, or SharePoint actions, select an explicit Microsoft 365 Run as account. Manual and scheduled runs use that account, not the person pressing Run or an application identity.

The selected person must connect Microsoft 365 from Profile and approve the workflow’s sources, instructions, and destinations. Material changes require renewed approval. Missing approval or sign-in pauses the operation and creates a notification; the person can respond from Approvals without reopening the conversation.

When a mail or calendar action uses manual delivery, its separate review is sent to the Run as user and shown in workflow activity. Other group members can see the run without gaining permission to send from that person’s account.

See Microsoft 365 data and approvals for the controls introduced in 0.261.029.

Verify it worked

The workflow appears in the Workflows table with Name, Runner, Trigger, Last Run, and Actions columns.

Troubleshooting

Symptom Likely cause Fix
The Workflows section is missing Workflows are disabled for the scope Ask an admin to enable personal or group workflows.
No agents are available as runners No authorized agents exist for this workspace Create an agent first or use a direct model runner.