Workflows

Workflows are scheduled automations that run automatically. Set them up once, and InfuseOS handles the rest—daily reports, reminders, data syncs, and more.

How Workflows Work

A workflow consists of:

1. Name: A short identifier (e.g., "Morning Briefing")
2. Prompt: What the AI should do each time it runs
3. Schedule: When it should run (using cron expressions)
4. Timezone: Your local timezone for accurate scheduling

When the scheduled time arrives, InfuseOS:

1. Wakes up the AI agent
2. Executes the prompt using all available tools
3. Completes any actions (send emails, create events, etc.)
4. Logs the run for your review

Creating a Workflow

"Create a workflow that sends me a summary of my calendar 
every morning at 8am"

Understanding Cron Schedules

Workflows use cron expressions for scheduling. Here's the format:

┌─ minute (0-59)
│ ┌─ hour (0-23)
│ │ ┌─ day of month (1-31)
│ │ │ ┌─ month (1-12)
│ │ │ │ ┌─ day of week (0-6, Sun=0)
* * * * *

Common Schedules

Timezone

Always specify your timezone (e.g., "America/New_York", "Europe/London", "Asia/Tokyo") to ensure workflows run at the correct local time.

Workflow Examples

Morning Briefing

Name: Morning Briefing
Schedule: 0 8 * * 1-5 (Weekdays at 8 AM)
Prompt: Check my calendar for today's events and my inbox for 
important emails from the last 12 hours. Send me a summary 
email with the subject "Your Morning Briefing".

Inbox Digest

Name: Inbox Digest
Schedule: 0 */3 * * * (Every 3 hours)
Prompt: Search my Gmail for unread emails. If there are any 
important ones (from my team or marked urgent), summarize 
them and email me the digest.

Weekly Report

Name: Weekly Report
Schedule: 0 17 * * 5 (Fridays at 5 PM)
Prompt: Review my calendar events and emails from this week. 
Create a summary document in Google Docs titled "Week of 
[date] Summary" with key activities and action items.

Meeting Prep

Name: Meeting Prep
Schedule: 0 8 * * 1-5 (Weekdays at 8 AM)
Prompt: Check my calendar for meetings today. For each meeting, 
search my memory and emails for relevant context. Create a 
brief prep doc for each meeting.

Managing Workflows

Viewing Workflows

Navigate to the Workflows page to see:

• All your active workflows
• Schedule and next run time
• Recent run history
• Status (active, paused, error)

Pausing a Workflow

To temporarily stop a workflow:

1. Go to Workflows
2. Find the workflow
3. Click Pause

The workflow won't run until you resume it.

Resuming a Workflow

To restart a paused workflow:

1. Go to Workflows
2. Find the paused workflow
3. Click Resume

Deleting a Workflow

To permanently remove a workflow:

1. Go to Workflows
2. Find the workflow
3. Click Delete
4. Confirm deletion

Testing a Workflow

Before relying on a schedule, you can test:

1. Go to Workflows
2. Find the workflow
3. Click Run Now

The workflow executes immediately so you can verify it works correctly.

Workflow Limits

Each plan has a workflow limit:

Required Integrations

Workflows can use any connected integration. When creating a workflow, specify which integrations it needs:

"Create a workflow that uses Gmail and Calendar to..."

If an integration disconnects, the workflow will fail until you reconnect it.

Run History

Each workflow tracks its execution history:

• Run time: When the workflow executed
• Status: Success, failed, or partial
• Duration: How long it took
• Actions taken: What tools were used
• Errors: Any issues encountered

Review run history to ensure your workflows are working correctly.

Email Notifications

Get notified when workflows run:

1. Go to Settings → Preferences
2. Enable "Email me when my workflow starts"

You'll receive an email each time a workflow begins execution.

Best Practices

1. Start Simple

Begin with basic workflows and add complexity as you learn.

2. Test Before Scheduling

Always use "Run Now" to test before relying on the schedule.

3. Be Specific in Prompts

Clear, detailed prompts produce better results:

❌ "Check my emails"
✅ "Search Gmail for unread emails from @company.com, 
   summarize any action items, and email me the summary"

4. Consider Timing

Schedule workflows when you'll be available to see results or when they're most useful.

5. Monitor Run History

Regularly check run history for failures or unexpected behavior.

Credit Usage

Workflows consume credits just like regular conversations:

A typical workflow might use 5-15 credits per run depending on complexity.

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