Using agentic workflows with ZoomMate

Agentic workflows let you automate repetitive tasks using simple, everyday language, using a flexible, node-based visual canvas. You can use agentic AI workflows from templates or a low-code builder to automate multi‑step actions across Meetings, Chat, Docs, and Tasks. In addition to Zoom sources and data, you can connect to third-party applications, allowing you to retrieve data from and output to other third-party tools such as Google, Microsoft, and Salesforce.

When you click Workflows in the sidebar, Workflows will automatically open, where you can describe a workflow in natural language. You can also access the following workflow-related options, which are displayed under Workflow in the sidebar.

In addition to creating and using workflows, you can attach workflows to Zoom Meetings and to notes generated with My Notes.

Agentic workflows for ZoomMate are available to paid ZoomMate and Custom AI Companion users in the US. Free users can also access a limited version of this feature, with up to 10 runs per month.

Both test runs when building and runs after publishing workflows count towards monthly usage. Paid ZoomMate and Custom AI Companion users will initially have unlimited runs for a limited time.

Requirements for using agentic workflows with ZoomMate

Some features are available with a Zoom Workplace Pro, Zoom Workplace Pro Plus, Zoom Workplace Business, Zoom Workplace Business Plus, Zoom Workplace Enterprise, Zoom Workplace Enterprise Plus, or Enterprise Bundle account
Show conversational AI Companion enabled
ZoomMate on the web navigation and Zoom Workplace app navigation bar enabled
Supported browsers: Chrome, Edge, Safari, or Firefox (latest versions)
Use of the AI-powered, Third-party connectors, Send SMS message, Send Voice message and Web crawler nodes requires a ZoomMate license and consumes Zoom AI credits.
Use of the Webhook trigger requires Allow incoming webhooks to trigger agentic workflows to be enabled.

Note: ZoomMate may not be available for select industry verticals and select regional customers.

How to access workflows in ZoomMate
How to create a workflow
- Create a workflow using conversational prompts
- Create a workflow manually
How to use workflow templates
How to export or import a workflow template
- Exporting a workflow template
- Import a workflow template
How to use the action approval feature within workflows
How to manage workflows
How to share a workflow
How to view workflow activity logs
Nodes available for building workflows
Best practices for building workflows
How to troubleshoot workflows

How to access workflows in ZoomMate

Windows | macOS | Linux

Sign in to the Zoom desktop app.
In the navigation bar, click the ZoomMate tab .
Note: If you do not see the ZoomMate tab , click the More tab, then click ZoomMate .
In the sidebar, click Workflows.

Web

Sign in to the Zoom web portal.
In the top-right corner, click the Zoom Products icon .
In the Zoom Products menu, click AI Companion.
ZoomMate will open in a new browser tab.
In the sidebar, click Workflows.

How to create a workflow

Note: If Workflow Automation is enabled, users can also build agentic workflows from the Workflows tab in the Zoom Workplace Desktop app.

Create a workflow using conversational prompts

Launch Workflows.
In detail, describe the task or process you want to automate using the workflow. If it requires multiple steps, describe each step in the desired sequence for the workflow you want to create.
Click the Send icon.
ZoomMate will begin designing the workflow, as well as ask clarification questions for configuring nodes within the workflow. Once it has all the necessary info, ZoomMate will begin building the workflow.
(Optional) Once the workflow is complete, use the ZoomMate side panel text box to describe adjustments you want to make to the workflow or manually update the workflow.
Once satisfied with the initial design of the workflow, at the bottom of the window, click Run to test the workflow.
Continue to make any additional changes to the workflow.
Click Deploy to save changes to the flow and set it to Active.

Create a workflow manually

To manually create a workflow:

Launch Workflows.
Under Workflow, click + Create.
The workflow builder and the ZoomMate side panel will open.
Below the description chatbox, click Start with a node, then click Triggers.
In the node trigger list, select a trigger:
- Manually start: Starts the workflow when you press a button.
- Fill out a form: Starts the workflow when users submit a form with required fields.
- Meeting event: Starts the workflow when specific Zoom Meeting events occur, such as when a meeting starts or ends.
- Team chat event: Starts the workflow when a Zoom Chat event occurs, such as when a message is received or a specific emoji is used.
- From webhook: Starts the workflow automatically based on external events or system updates, such as a new form submission, a CRM status change, or an alert from another app, so processes stay connected and responsive across all your tools.
- When link is clicked: Starts the workflow when someone clicks on a link.
- Custom schedule: Starts the workflow at a scheduled date and time.
- RSS feed: Starts the workflow when an RSS feed item is published.
  Note: When you hover over a trigger option, a coach or help tooltip appears to explain when to use that trigger.
Click a trigger to add it to the canvas and expand its configuration panel.
Configure the trigger details. For example, for a Meeting event trigger, configure:
- Meeting event type: When the meeting ends.
- Which meetings to monitor: All my meetings.
- Time offsets: 0 min to trigger exactly when the event happens, or a negative or positive offset to trigger before or after the event.
Add additional nodes and actions as needed, such as sending a summary to Slack, saving a document to Zoom Canvas, or posting a message to a chat channel.
Note: If a node outputs a variable, that variable can be dragged or dropped within another action node.
(Optional) If the action node utilizes the Action approval field, or you are utilizing the AI Reasoning node, configure the approval flows for the action node and/or tool sets.
(Optional) At any step, use the ZoomMate side panel text box to describe adjustments you want to make to the workflow, and let ZoomMate update triggers, actions, or parameters for you.
Once satisfied with the initial design of the workflow, at the bottom of the window, click Run to test the workflow.
Continue to make any additional changes to the workflow.
Click Deploy to save changes to the flow and set it to Active.

How to use workflow templates

Note: If Workflow Automation is enabled, users can also manage workflow templates from the Workflows tab in the Zoom Workplace Desktop app.

To use a workflow template:

Launch Workflows.
Under Workflows, click + Create.
Below the description chatbox, click Choose a template.
Browse the templates and select a template that matches your role or use case. Examples include:
- Meeting management templates, such as:
  - Pre-meeting reminder: Before the meeting starts, remind yourself of the essentials, such as the topic, start time, and key participants.
  - General Meeting Preparation Flow: Automatically prepares for upcoming meetings by searching related documents and chats.
  - Meeting Summary to Slack: Generate a comprehensive AI-powered meeting summary and send it to a Slack channel.
  - Meeting Summary to Salesforce: Automatically captures meeting outcomes, generates structured summaries with key decisions, SMART action items, and follow-up tasks, and saves them as Salesforce notes.
- Chat-based templates, such as
  - Daily Chat Summary: Receive a daily recap of Zoom Chat channel activity.
  - Channel Welcome and Summary: When a new member joins a channel, send a welcome message and provide a summary of the channel's messages over the last 3 days.
  - Smart Message Categorizer & Responder: Categorizes channel messages and provides contextual workflow assistance by searching recent conversation history to deliver accurate and relevant responses.
  - Track @Mentions in Document: Captures mention details, including the timestamp, user, summary, and message link, and stores them in a selected Zoom Doc for easy tracking and reference.
- Templates geared towards sales use cases, such as:
  - Salesforce Opportunity Auto-Update: After a meeting, automatically update a Salesforce opportunity from the content of the meeting transcript.
  - Auto Follow-up Email: Automatically generates and sends a professional follow-up email after meetings using AI-extracted key discussion points, decisions, and action items.
  - Sales Meeting Prep with Salesforce & Zoom Canvas: Prepare for sales meetings by searching Salesforce for customer notes and opportunities and related Zoom docs/chats/meetings.
- Templates geared towards marketing use cases, such as:
  - Content Brief Generator: Creates a marketing content brief from meeting recordings, capturing campaign details, audience insights, and deliverables, and sends the brief to the current user via email.
  - Stakeholder Campaign Recap: Generates a structured marketing campaign recap from relevant meeting discussions, highlighting campaign status, key milestones, risks, and next steps, then emails the recap to the current user.
  - Voice of Customer Insights: Analyzes meeting transcripts to identify customer pain points, objections, and messaging opportunities, then generates and emails actionable Voice of Customer (VoC) insights to the current user.
- Templates geared towards IT and Engineering use cases, such as:
  - Daily Jira Task Summary to Zoom Chat: Automatically fetch all of a user’s unfinished assigned JIRA tasks every morning and send a formatted summary via Zoom Chat to keep users informed of their pending work items.
  - Auto-Create Jira Tickets: Automatically creates Jira bug tickets when users react with a ticket emoji in Chat. AI extracts issue details from the conversation thread, assigns the ticket to the mentioned users, and posts a confirmation message with ticket details back to the chat.
- Templates geared towards HR use cases, such as:
  - Interview Feedback Consolidation: Compiles post-interview feedback by summarizing candidate strengths, concerns, supporting evidence, and recommended next steps, then updates the corresponding recruitment records.
  - Hiring Debrief & Decision Log: Following a recruitment review meeting, automatically captures hiring decisions, including whether to advance candidates to the next stage, extend offers, address interview follow-up items, assign responsible owners, and track associated deadlines.
  - New Hire Onboarding Kickoff Pack: Following an onboarding kickoff or sync meeting, automatically generates a new employee onboarding plan that outlines first-week tasks, key contacts, training resources, and 30-, 60-, and 90-day milestones.
- Templates for other use cases, such as:
  - OpenAI News Auto-Publisher: Monitors OpenAI’s RSS feed on an hourly basis, summarizes newly published articles with key insights, and posts formatted updates with clickable links to a designated Zoom channel.
  - Zoom Service Status Alerts: Monitors Zoom’s service status RSS feed and delivers formatted updates to a Zoom channel, providing timely notifications about service incidents, scheduled maintenance, and operational status changes.
  - Food Order Monitoring: Monitors food-related discussions when the order group is mentioned, updates the requirements document with relevant details, and generates enhanced response messaging for posting in the channel.
Click a template to open it in the workflow builder.
Review the preconfigured triggers and actions, then adjust any fields (such as channels, recipients, action approvals, or storage locations) as needed.
(Optional) Use the ZoomMate text box in the side panel to refine the template, add steps, or change conditions using natural language instructions.

How to export or import a workflow template

Exporting a workflow template

Launch Workflows.
Under Workflows, click All Workflows.
Select the workflow you want to export.
In the upper-right corner, click the more icon .
Click Export workflow, then click the Export button.
The workflow will be downloaded as a .json file.

Import a workflow template

Launch Workflows.
Under Workflows, click + Create.
Click Start with a node.
Select your preferred node from the list.
In the upper-right corner, click the more icon .
Click Import workflow, then click the Choose file button.
Select the .json file and click Open.

How to use the action approval feature within workflows

In workflows, action nodes that perform sensitive write operations (e.g., updating a Salesforce Opportunity or creating a Jira ticket) allow users to review, edit, and approve changes before they are executed. When triggered, a pending action appears within ZoomMate for user review.

Users can configure the AI Reasoning node's tool sets to either always ask for approval (the default) or always allow the tool sets' actions without confirmation. For action nodes (e.g., Leave channel node), users can select whether the node allows the action without approval or always prompts for confirmation before proceeding.

Admins can also disable the ability to automatically allow actions and force approval for all sensitive write operations across nodes and tool sets.

Configure approval flows for action nodes

Create or open a workflow.
Add or edit an action node that utilizes the Action Approval field.
Under Action Approval, select an option:
- Always ask for confirmation: The workflow can not complete the action until the user has approved the action within the ZoomMate panel.
- Always allow this action without prompting: The workflow will automatically complete it without requiring additional user approval.
  Note: This is the default for action nodes that can require approval. However, if the admin has enabled Allow users to disable confirmation for sensitive actions, you will not be able to select this option.
Save the workflow.

Configure approval flows for the AI Reasoning node

Create or open a workflow.
Add or edit the AI Reasoning node.
Under Tool sets, next to the desired tool set (Zoom Tasks, Zoom Chat, etc.), click the Settings icon [Gear icon].
Next to the desired action, select an option:
- Always ask: Users will need to approve the action within ZoomMate before the workflow can continue.
  Note: This is the default for all actions associated with a tool set.
- Always allow: The action will be performed without additional approval.
  Note: If the admin has enabled Allow users to disable confirmation for sensitive actions, you will not be able to select this option.
Click Close.

Approve a pending action

Note: If Workflow Automation is enabled, users can also manage pending approvals from the Workflows tab in the Zoom Workplace Desktop app.

If an action is configured to Always ask for confirmation or Always ask, the action node will require approval before continuing the workflow. To approve the action:

Launch Workflows.
Under Pending actions, workflows that require approval before continuing will be listed.
Click the workflow and review the output.
(Optional) Click Cancel to cancel the action and terminate the workflow.
(Optional) If you do not want to manually approve the specific action within the workflow in the future, change the action's approval setting to Always allow.
Note: If the admin has enabled Allow users to disable confirmation for sensitive actions, you will not be able to modify this.
Click Approve & continue to continue the workflow with the approved output.

How to manage workflows

Note: If Workflow Automation is enabled, users can also manage workflows from the Workflows tab in the Zoom Workplace Desktop app.

To view and manage workflows in My Workflows:

Launch Workflows.
Under Workflows, click All Workflows.
Use the available filters to find the workflow you want to review or update:
- Search by workflow name.
- Filter by date range.
- Filter by flow trigger type.
(Optional) Click + Create new to create a new workflow from scratch directly from the My Workflows list.
Click the Name of a workflow to open it in the editor.

Disable or enable a workflow

To disable or enable a workflow:

Launch Workflows.
Under Workflows, click My Workflows.
Under the Status column, click the toggle for the desired workflow to either Active (enabled) or Inactive (disabled).
Note: Workflows with manual triggers can not be disabled.

Delete a workflow

To delete a workflow:

Launch Workflows.
Under Workflows, click All Workflows.
Locate the desired workflow.
Under the Actions column, click the more icon .
Click Delete.
When prompted for confirmation, click Delete.

Download form responses

To download the form responses:

Launch Workflows.
Under Workflows, click All Workflows.
Select the workflow.
In the upper-right corner, click the more icon .
Click Download from responses.
The file will be downloaded as .CSV file.

Note: The Download form responses option is available only if the workflow includes a Form node.

How to share a workflow

Note: If Workflow Automation is enabled, users can also share workflows from the Workflows tab in the Zoom Workplace Desktop app.

You can share a workflow with users within your organization. To share a workflow:

Launch Workflows.
Under Workflow, click All Workflows.
Use the available filters to find the workflow you want to review or update:
- Search by workflow name
- Filter by date range.
- Filter by flow trigger type
Click a workflow name to open it.
In the top right corner, click the more icon and click Share.
Note: A Workflow must be deployed before it can be shared.
Enter the desired contact or channel you want to share the workflow with.
Click Send.
The workflow will be shared with the desired users, allowing them to view the workflow.
Note: Users will not be able to edit the workflow and must save a copy of the workflow to use and/or modify it.

How to view workflow activity logs

Note: If Workflow Automation is enabled, users can also view workflow activity logs from the Workflows tab in the Zoom Workplace Desktop app.

To view workflow activity logs:

Launch Workflows.
Under Workflow, click Activity logs.
A list of workflow execution records displays.
Use the available filters to narrow down activity:
- Search by workflow name.
- Filter by status, such as completed, failed, running, paused, timed out, or terminated.
- Filter by date range.
Review the columns for each workflow run, such as Name, Last run, Status, and Actions.
(Optional) Click a specific run or the actions associated with it to view details, troubleshoot failures, or re-run the workflow if supported.

Nodes available for building workflows

Trigger nodes

Trigger nodes define when your workflow starts, whether by manual button click, scheduled time, meeting event, chat activity, or RSS feed update.

Node name	Description	Fields that can be managed
Manually start	Manually starts a workflow with a button click	N/A
Fill out a form	Starts a workflow once a user submits a form	Form fields
Meeting event	Starts a workflow when a meeting event occurs	Meeting event type Which meetings to monitor Time to offset
Team chat event	Starts a workflow when a chat event occurs	Operation
From webhook	Starts the workflow when a new event is triggered from an external app or service via a webhook, utilizing defined variables	Your webhook URL Variables Key Data type Input format
When link is clicked	Starts the workflow when someone clicks on a link.	Access Zoom chat message Preview in Zoom chat Your URL will be ready after you fill up required fields
Custom schedule	Starts a workflow according to a predefined schedule (can be manually configured or generated from a prompt)	Frequency Starts on Time zone
RSS feed	When a new item is published to an RSS feed	Feed URL How often to check for new items

Additional notes for using webhooks

If using the From webhook trigger:

The variables that need to be defined (e.g., incident_id, summary, priority) need to match what is expected from the third-party service that triggers the workflow via webhook.
Note: These variables are available for use in later workflow steps.
The workflow must be saved first to obtain the webhook URL (Your webhook URL) to be used within the third-party app or service.
When testing the workflow, users will be prompted to manually send a sample payload to trigger the workflow. The sample payload can usually be found in the third-party service's webhook support documentation or in tools like Postman to capture live traffic.

AI powered nodes

AI powered nodes leverage artificial intelligence to process, analyze, and transform data within your workflows, enabling intelligent content generation, structured data extraction, and natural language-based decision-making.

Node name	Description	Fields that can be managed
Resource search	Evaluates conditions using natural language logic	Value Condition
Web search	Perform a web search with selected search engine.	Query
AI Reasoning	Interprets both system-level and task-level instructions to autonomously reason, retrieve data, and execute actions using connected tools, skills, and knowledge sources	Task prompt Attach files Toolsets* Skills Max steps Output Schema Name Type Description Is Array
LLM	Generates content using a large language model based on your instructions. Supports summarization, information extraction, and content generation.	Task Prompt Outputs
Extract data	AI interaction node for processing prompts and generating responses with extract json data	Content to Extract From Additional Context Data
AI filter	Evaluates conditions using natural language logic	Value Condition

*Note: The Zoom app tool sets and web search tool are selected in the Reasoning node by default. Users can select additional third-party app tool sets approved by their admins, or unselect any tool set.

Flow control nodes

Flow control nodes provide additional actions to help manage flow and output of a workflow, including creating action-based loops, adding condition-based routing and output, and managing the workflow's final output.

Node name	Description	Fields that can be managed
Loop	Loops an action-based node	Node
Condition	Establishes a condition to enable the output to follow various paths. Users can turn on AI Condition in this node to describe the condition in natural language.	AI Condition Condition name
Output	Ends a workflow with a specified output	Key Value

More Tool nodes

Tool nodes that provide additional actions, including searching resources, performing web queries, and sending notifications via SMS/voice messages.

Node name	Description	Fields that can be managed
Form	Generate a survey form submission	Form title Who can use this form Member of specified channels Specified users select channel Form fields
Send voice message	Sends a voice message to your phone number*	Phone number Message template Variables
Send SMS message	Sends a voice message to your phone number*	Phone number Message template Variables
Web crawler	An automated bot that systemically browses and indexes designated websites for content.	Start URL Crawl depth URL prefix for crawling

*Notes:

Messages can only be sent to the phone number designated in your Zoom Profile.
Messages are limited to 250 SMS messages/user/month

Zoom Chat nodes

Chat nodes enable you to create, manage, and interact with Zoom Chat within your workflows, whether by sending messages to channels, retrieving message history, creating new channels, or managing channel memberships.

Node name	Description	Fields that can be managed
Get a channel	Retrieves a channel	Select channel
Get messages	Retrieves the message history from a channel	Select channel Time
Reply to a message	Sends a reply to a message within a message thread	Reply to message The message content to send
Send a message to a channel	Sends a message in a channel	Select channel Markdown message content
Send a direct message	Sends a direct message to another user	Select members Message
Create a channel	Creates a new chat channel	Channel name Channel description Channel type Members to add
Add people to the channel	Adds new members to a channel	Select channel Members to add
Add channel mention group members	Adds channel members to a mention group	Action approval Channel Mention group User IDs
Add contact	Sends an invitation to a new contact	Action approval Invitee email Message
Create channel mention groups	Creates a new mention group within a channel	Action approval Channel Mention group name Description
Delete channel mention groups	Deletes a mention group from a channel	Action approval Channel
Fetch channel metadata	Retrieves a channel's metadata	Chat session
Fetch inactive channel	Retrieves channels that are inactive	Timestamp
Fetch message mentions me	Retrieves messages where you have been mentioned	Session Include deep link Limit Sort order Start timestamp End timestamp
Fetch message replies	Retrieves new message replies	Sessions Session Limit Sort Message timestamp Reply start timestamp Reply end timestamp
Fetch session metadata	Retrieves a chat session's metadata	Chat session
Fetch session tab	Retrieves the resource tabs for a chat or channel	Session
Get channel members	Retrieves the members for a channel	Channel Member Member name Page size
Get channel mention group members	Retrieves the members for a mention group	Channel Mention group
Get channel mention groups	Retrieves the mention groups for a channel	Channel
Get message deep links	Retrieves the deep links for a message	Sessions Session Message Message timestamp
Get messages	Retrieves the message history for a channel	Select channel Time
Get session deep links	Retrieves the deep links for a session	Session
Get user folders	Retrieves the user's chat folders	N/A
Leave channel	Leaves a chat channel	Action approval Channel
List recent sessions	List the user's recent chat sessions	N/A
List sent messages	Lists the user's sent messages	Start timestamp End timestamp
List unread messages	Lists the user's unread messages	Sessions
Remove channel mention group members	Deletes a mention group from a channel	Action approval Channel Mention group User IDs
Search contacts	Searches the user's contacts	Search key
Update channel	Updates a channel	Action approval Channel Channel name Channel type Post message permission Mention all permission New members can see previous messages and files
Update channel archive status	Updates the archive status for a channel	Action approval Action Channel ID(s)
Update channel mute status	Updates the notification settings for a channel	Action approval Action Channel ID(s)
Update message	Updates (edit) the content of a chat message	Action approval Chat session Message Message content Message format

Zoom Meeting nodes

Meeting nodes enable you to create, manage, and interact with Zoom meetings within your workflows, whether by scheduling new meetings, updating existing ones, canceling scheduled sessions, or sending messages to meeting participants.

Node name	Description	Fields that can be managed
Create a meeting	Creates a new meeting	Select meeting Meeting description Invitees Starts on Duration Timezone
Update a meeting	Update the details for a previously scheduled meeting	Select meeting Meeting name Meeting description Invitees Starts on Duration Timezone
Cancel a meeting	Cancels a previously scheduled meeting	Select meeting
Send a message to the meeting	Sends a message to the meeting chat Note: Sends a message to a meeting chat when the meeting is ongoing. To send a message for an ended meeting chat, use the node in Zoom Chat.	Select meeting Message text Who can view this message

Zoom Task nodes

Task nodes enable you to create, manage, and interact with Zoom Tasks within your workflows, whether by creating new tasks, updating existing ones, assigning tasks to team members, or tracking task completion status.

Node name	Description	Fields that can be managed
Create a task	Creates a new Zoom Task	Title Description Priority Due Date Assignee
Update a task	Updates an existing Zoom Task	Title Description Priority Status

Zoom Canvas nodes

Canvas nodes enable you to create, update, share, and retrieve Zoom Canvas (formerly Zoom Docs) within your workflows, allowing you to automate document management and collaboration tasks.

Node name	Description	Fields that can be managed
Create a doc	Creates a new doc	Location Title of a new document Content
Update a doc	Updates a new doc	Select doc Content
Share a doc	Shares a doc	Select doc Share to Share to user Role Send notification Send chat message
Get a doc	Retrieves info for a doc	Select doc

Third-party nodes

Third-party nodes enable you to integrate external applications and services into your Zoom workflows, whether by connecting to CRM systems like Salesforce, project management tools like Jira, communication platforms like Slack, or productivity suites like Google Workspace and Microsoft 365.

Access to all these third-party connectors would require ZoomMate license, except Send Email in Gmail and Outlook which is available unlimited to all paid users (including ZWP paid users).

Third-party Integration	Description
Salesforce	Connect CRM data to automate sales and customer workflows. Learn more about using Salesforce nodes in workflows.
Jira	Automate issue tracking and project management. Learn more about using Jira nodes in workflows.
Slack	Integrate Slack messaging into Zoom workflows for cross‑platform collaboration. Learn more about using Slack nodes in workflows.
Google Calendar	Manage scheduling and event automation. Learn more about using Google Calendar nodes in workflows.
Google Sheets	Automate spreadsheet updates and reporting. Learn more about using Google Sheets nodes in workflows.
Google Docs	Automate document creation and updates. Learn more about using Google Docs nodes in workflows.
Gmail	Enable AI‑driven email automation.
Confluence	Collaborate on documentation and knowledge management. Learn more about using Confluence nodes in workflows.
Workday	Integrate HR and talent workflows. Learn more about using Workday nodes in workflows.
ServiceNow	Manage and automate IT services, operations, and workflows. Learn more about using Confluence nodes in workflows.
Microsoft Outlook	Integrate Microsoft 365 email and calendar workflows.

Best practices for building workflows

Start without any integrations, leveraging data within the Zoom ecosystem.
After completing your first successful workflow, move on to one integration and expand gradually.
Use AI Nodes to interpret unstructured data before passing it to third‑party systems.
Always include a notification or documentation node for visibility.

How to troubleshoot workflows

Authentication and connection issues with workflows

Authorization issues with third-party integrations

If you are experiencing issues with authorization problems with third-party integrations:

If workflows keep asking for authorization but never complete, try disconnecting and reconnecting the integration in workflow settings.
Salesforce connector visibility issues may occur due to changes in data source configuration.

Trigger and execution issues

Team chat event not triggering workflow

If you are experiencing issues with workflows that use the Team chat event trigger not triggering correctly, check whether the workflow was shared with you using chat nodes. If the workflow owner still has appropriate channel permissions, as workflows can deactivate if the owner loses access or leaves a channel.

From Webhook not triggering workflow

If you are experiencing issues with workflows that use the From webhook trigger not triggering correctly, confirm the following:

Confirm that the external system is sending a POST request (not GET).
Confirm the payload format matches the workflow's expectations.
Confirm the workflow is published and active.

In addition to the above, you can also view the logs for the workflow to verify the request being sent via the webhook.

Form and condition node issues

Form variable issues

If you are experiencing issues with form variables:

Variables from forms within switch case branches may not be accessible outside that branch.
For user selection fields showing duplicate names, email addresses are not currently displayed (known design defect.

Condition node issues

If you are experiencing issues with condition nodes:

If the condition nodes return "evaluationResult: null" and terminate, try adjusting the prompt for the LLM evaluation.
Certain topology configurations may be unsupported; disconnect and reconnect lines if needed.
Ensure the default branch is properly configured.

Data and variable-related issues

Errors related to illegal characters in field names

If encountering issues related to field names, remove special characters like periods (.) from field names (e.g., change "jira.link" to "jiralink").

Missing or incorrect data issues

If encountering missing or incorrect data issues:

For meeting data that isn't loading properly (content appears incomplete), verify the document size isn't exceeding the 20,000,000-character limit.
Check that variables are properly passed between nodes, and use the variable selector to ensure correct references.
If data appears truncated or missing, confirm the workflow has proper permissions to access the source content.
For empty or null values, verify the trigger fired correctly and captured the expected data - check Activity Logs.
If the extracted data doesn't match expectations, review the Extract Data node configuration and ensure the prompt clearly specifies what information to capture.
For inconsistent data across workflow runs, check if the source content format has changed or if the conditional logic needs adjustment.

Other node-specific issues

Send chat message based on node failures

If you are having issues with workflows utilizing the Reply to a message, Send a message to a channel, Send a direct message, or Send a message to the meeting nodes, check the following:

If mention tags appear as plain text instead of the usual formatted mentions, the node will fail.
"Bad Request" errors (400) may indicate channel permission issues or incorrect message formatting.

AI node failing

If the LLM node is failing/timing out, check that referenced documents aren't too large (the maximum character limit is 20,000,000).

Get a doc node failing

If the Get a doc node is failing, check the following:

If getting "UNKNOWN_ERROR" or data retrieval issues, verify the document size isn't exceeding limits.
Ensure you have proper access permissions to the document.

Google Sheets nodes failing

If you are receiving errors when using Google Sheets nodes, check the following:

For "Unable to parse range" errors (e.g., "Sheet1!C18:C31"), verify the sheet range format is correct
Check that the spreadsheet is properly authorized and accessible.

Jira nodes failing

If you are receiving errors when using Jira nodes, check the following:

For "No operation with name 'set' found" errors, check the field mapping configuration.
Some Jira fields may not support variable inputs. If a Jira field uses variable inputs, remove the input and test whether the workflow still fails.