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Workflows

Workflows are the heart of Vectense Platform, enabling you to create intelligent automation processes that combine AI models, knowledge bases, and integrations to streamline business operations.

Overview​

Workflows in Vectense Platform are sophisticated automation sequences that can:

  • Respond to various triggers (schedules, webhooks, file changes)
  • Process data using AI models with organizational knowledge
  • Execute actions like API calls, file operations, and notifications
  • Handle complex business logic with conditional branching
  • Provide comprehensive monitoring and metrics

Quick Navigation​

Key Features​

AI-Powered Processing​

  • Large Language Models: Integrate GPT-4, Claude, Mistral, or self-hosted models
  • Knowledge Context: Use organizational knowledge for informed AI decisions
  • Intelligent Routing: AI-driven decision making and content analysis
  • Document Processing: Extract, analyze, and transform document content

Flexible Triggers​

  • Scheduled Execution: Run workflows on precise time schedules
  • Webhook Integration: Start workflows from external system events
  • File System Monitoring: Trigger on file changes and uploads
  • Database Events: Respond to data changes and updates
  • Email Processing: Process incoming emails automatically

Rich Actions​

  • HTTP Requests: Call external APIs and web services
  • File Operations: Read, write, and manipulate files
  • Email Notifications: Send automated emails and alerts
  • Database Operations: Query and update database records
  • Spreadsheet Integration: Read and write Excel/CSV files

Enterprise Features​

  • Role-Based Access: Control who can create and modify workflows
  • Version Control: Track workflow changes and revisions
  • Error Handling: Robust error recovery and notification
  • Performance Monitoring: Track execution times and success rates
  • Cost Tracking: Monitor AI model usage and costs

Workflow Lifecycle​

Workflow Components​

Triggers​

Events that start workflow execution:

  • Cron Triggers: Schedule-based execution
  • Webhook Triggers: HTTP-based external triggers
  • File System Triggers: File change monitoring
  • Email Triggers: Incoming email processing
  • Database Triggers: Data change events

Steps​

Processing actions within workflows:

  • LLM Actions: AI model interactions
  • HTTP Actions: External API calls
  • File Actions: File system operations
  • Script Actions: Custom code execution
  • Conditional Logic: Decision branching

Memory System​

Data flow between workflow steps:

  • Variable Storage: Store and retrieve data between steps
  • Context Preservation: Maintain state throughout workflow execution
  • Type Safety: Ensure data consistency and validation
  • Scope Management: Control data visibility and lifetime

Workflow Types​

Document Processing Workflows​

  • Extract information from PDFs, Word documents, and images
  • Classify and route documents based on content
  • Generate summaries and reports
  • Validate document completeness and accuracy

Customer Service Automation​

  • Process support tickets and route to appropriate teams
  • Generate automated responses using knowledge bases
  • Escalate complex issues to human agents
  • Track resolution times and customer satisfaction

Data Integration Workflows​

  • Synchronize data between different systems
  • Transform and validate data during transfer
  • Monitor data quality and flag anomalies
  • Generate data processing reports

Content Management​

  • Automatically tag and categorize content
  • Extract metadata from documents and media
  • Generate content summaries and indexes
  • Monitor content compliance and quality

Getting Started​

Prerequisites​

Before creating workflows, ensure you have:

  1. Active Workspace: A configured workspace with appropriate permissions
  2. AI Models: At least one configured language model
  3. Knowledge Bases: Optional but recommended for context-aware workflows
  4. Basic Understanding: Familiarity with your business process requirements

Quick Start Guide​

  1. Learn the Basics: Understand workflow concepts
  2. Create Your First Workflow: Build a simple automation
  3. Test and Refine: Debug and optimize your workflow
  4. Deploy and Monitor: Put your workflow into production

Best Practices​

  • Start Simple: Begin with basic workflows and add complexity gradually
  • Use Templates: Leverage the AI assistant for workflow creation
  • Test Thoroughly: Use manual testing before enabling automatic triggers
  • Monitor Performance: Track execution times and error rates
  • Document Workflows: Add clear descriptions and comments

Workflow Creation Methods​

Let the AI assistant help you create workflows:

  • Describe your business process in natural language
  • AI analyzes requirements and suggests workflow structure
  • Review and customize the generated workflow
  • Perfect for users new to workflow automation

Manual Creation​

Build workflows step-by-step:

  • Full control over workflow structure and logic
  • Access to all advanced features and configurations
  • Ideal for complex workflows with specific requirements
  • Best for experienced users and developers

Template Marketplace​

Start with pre-built templates:

  • Common workflow patterns and use cases
  • Industry-specific automation examples
  • Community-contributed workflows
  • Customizable starting points for your needs

Workflow Monitoring​

Real-Time Status​

Monitor workflow execution in real-time:

  • Active Jobs: See currently running workflows
  • Trigger Status: Monitor trigger health and activity
  • Error Alerts: Immediate notification of workflow failures
  • Performance Metrics: Track execution times and throughput

Historical Analysis​

Analyze workflow performance over time:

  • Execution History: Complete job execution logs
  • Success Rates: Track workflow reliability
  • Cost Analysis: Monitor AI model usage and costs
  • Trend Analysis: Identify performance patterns and optimization opportunities

Advanced Features​

Conditional Logic​

Create sophisticated workflow branching:

  • If/Then Conditions: Route workflow based on data conditions
  • Switch Statements: Multiple conditional paths
  • Loop Constructs: Repeat actions for data sets
  • Error Handling: Graceful failure recovery

Integration Ecosystem​

Connect to external systems:

  • REST APIs: Call any HTTP-based service
  • Database Connectors: Direct database integration
  • File System Access: Local and network file operations
  • Email Services: SMTP and email provider integration

Custom Integrations​

Extend workflow capabilities:

  • Script Actions: Write custom JavaScript logic
  • Plugin System: Develop custom integrations
  • API Extensions: Build organization-specific connectors
  • Community Marketplace: Share and discover integrations

Troubleshooting​

Common Issues​

  • Workflow Won't Start: Check trigger configuration and permissions
  • Steps Failing: Verify integration configurations and API keys
  • Performance Issues: Review workflow design and AI model usage
  • Memory Errors: Check data flow and variable naming

Debugging Tools​

  • Manual Testing: Run workflows manually with test data
  • Step-by-Step Execution: Debug individual workflow steps
  • Log Analysis: Review detailed execution logs
  • Performance Profiling: Identify bottlenecks and optimization opportunities

Support Resources​

  • Documentation: Comprehensive guides for all workflow features
  • Video Tutorials: Step-by-step video guides
  • Community Forum: User discussions and shared solutions
  • Expert Support: Technical support for enterprise users

Ready to create your first workflow? Start with What is a Workflow to understand the fundamentals, then proceed to Create a New Workflow for hands-on creation.