How workflows work
A workflow is a trigger followed by steps, joined by connections. In Auto Appy, every workflow is also an agent (a Routine agent), listed on the Agents page.
1Something happens: a parent fills the enquiry form on Vidya Coaching's website at 9:40 pm. This is the trigger, the "when".
2Auto Appy receives the answers straight away: student name, phone and course (JEE).
3Step 1 runs: the enquiry is added as a new row in the "Enquiries 2026" Google Sheet.
4Step 2 runs: the parent gets a WhatsApp message inviting Rahul to a free demo class.
5Done in about two seconds, at 9:40 pm, while the centre is closed. Every enquiry, every time.
The parts
Section titled “The parts”| Part | What it is | Example |
|---|---|---|
| Trigger | The step that starts the workflow. Exactly one is the main trigger; link triggers can be added as extras. | Webhook, Schedule, Razorpay “Payment captured” |
| Step (node, tile) | One app doing one action. | Google Sheets → Insert a row |
| Connection | The line from one step to the next. It can carry conditions. | Only if the message contains “price” |
| Run | One trip from trigger to finish, recorded in History. | Run #42, started by Webhook, 3 steps succeeded |
How a run flows
Section titled “How a run flows”- The trigger receives an event (a form submission, a time, an app event) and saves its data.
- Each connected step runs in order and adds its own result to the run’s data.
- When a step has more than one path after it, each path whose conditions match continues.
- The run ends when no more steps are left. Every step’s result is saved in History.
Any step can use data from the trigger and from any earlier step. See Using data from earlier steps.
Statuses
Section titled “Statuses”Workflows and individual steps each have a status:
| Status | Meaning |
|---|---|
| Draft | Not running while you build. Every new workflow and step starts here. |
| Live | Runs when its trigger fires or on schedule. |
| Paused | Keeps everything, runs nothing. |
A workflow only runs when the workflow and its trigger are Live. Inside a Live workflow, steps that are still Draft or Paused are skipped. A successful test switches a step to Live, so testing each step is part of building. See Test, go Live, pause.
Each step result counts as one task against your plan, including steps that fail. A run of a trigger plus two steps uses about three tasks. Check usage any time in Settings → Plan and usage.
Limits worth knowing
Section titled “Limits worth knowing”- A single run can last up to 15 minutes and up to 10,000 steps (loops count each time round).
- A call to another app waits up to 2 minutes for an answer.
- A workflow can hold up to 1,000 steps and 4,000 connections. In practice, smaller workflows are easier to understand: split big jobs into several workflows.