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Creating a workflow

Creating a workflow is a four-step wizard. You describe what you want, ZAI drafts the structure, you refine it on the canvas, and submit it for review.

The four steps

1

Tell ZAI what you want

In the web portal go to Automation & Workflows → Workflows → Add New Workflow. The wizard opens with a chat box.

Describe the workflow in plain English — what systems are involved, what should happen, and what you expect at the end.

"Create a new M365 user, assign them an E3 licence, add them to the All Staff group, and send a welcome email with the temporary password."

Click Generate. ZAI suggests a name, description, and a starting set of steps.

Step 1 — Tell ZAI

Prefer to skip the AI? Toggle AI Mode off and type the name and description yourself.

2

Pick the optional actions

ZAI may suggest extra actions based on what you described — things like "send a welcome email" or "add to a Teams channel". Each suggestion has a checkbox and a short explanation. Tick the ones you want.

Step 2 — Additional options

3

Tag the workflow

Tags make the workflow discoverable later. ZAI auto-suggests tags from your description — add or remove as you like.

Step 3 — Tags

4

Refine the steps on the canvas

The wizard opens the Workflow Designer with the suggested steps already laid out. From here you can add, remove, reorder, and configure each step's parameters.

Step 4 — Designer

Click Finish when you're done. The workflow is saved as a Draft.

What happens after Finish

Your workflow goes through this lifecycle:

State What it means
Draft Just created. Edit freely in the designer.
Submitted for review Approvers are notified. See Review & approval.
Approved Reviewers signed off. Ready to activate.
Active Available for users to run from the ZAI Pod.
Changes requested Reviewer asked for tweaks. Edit and resubmit.

A new version snapshot is saved every time you save in the designer, so you can always roll back to a previous version.

Tips for good descriptions

ZAI's draft is only as good as your description. The more specific you are about systems, actions, and outcomes, the better the suggested steps.

  • Good: "Create a new M365 user for onboarding. Assign an E3 licence, add them to All Staff, and send a welcome email with the temporary password."
  • Poor: "Onboard a user."

Be specific about what systems (M365, ConnectWise), what actions (create, assign, add), and what success looks like.

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