Assisted workflows¶
An assisted workflow saves an ordered plan for work you repeat. Each run supplies the actual work items and people for that occasion, then presents supported changes for human review. Saving the plan, starting a run, approving a task change and confirming its result are separate events.
For example, the current design shows a monthly close follow-up with two review tasks and one chosen colleague. The first proposed reassignment needs its own approval. The second needs a later, separate approval. Starting the run does not reassign both tasks.
Availability¶
The backend contains versioned definitions, visibility rules, bounded ordered steps, run records, checkpoints and governed action integration. Current Final Screens describe the intended conversation and inspection panels. The frontend remains in progress, and complete progression through a live run has not been established by this documentation review.
A material implementation gap remains between an individual action finishing and the saved workflow advancing. Exact review of workflow creation, changes and run inputs also needs further client and backend composition. Use the task guide where those experiences are available. If a source task is confirmed but the workflow still waits, preserve the original run and ask for support rather than starting it again.
The terms you will see¶
| Term | Meaning |
|---|---|
| Workflow definition | The saved description, audience, required inputs and ordered plan |
| Version | A particular saved revision of that plan |
| Run | One attempt to carry out a chosen version using selected inputs |
| Planned action | A supported change the plan may propose at one step |
| Review | The exact change and conditions presented for a decision |
| Confirmed task change | The owning application has confirmed that individual change |
| Completed run | The saved run records completion of its planned steps |
| Retired version | A version marked unavailable for new runs; its records remain distinct from past execution |
An assisted workflow is different from a WorkOS workflow. WorkOS owns business tasks, routing and approvals. An assistant's permission to propose a task change does not replace the business process's rules, and approval of a proposal is not approval of every later business decision.
Who can use and manage a workflow¶
Available definitions can be private, shared with an authorized group, or available within the workspace. Access to a definition does not grant permission to change its source tasks. Policy-management authority is required to create, update or retire a definition, including a private definition. General assistant access alone is insufficient.
Private means the ordinary audience is its owner; authorized workspace management can also inspect definitions. The intended screen's “Only you” label should be understood with that administrative boundary. Ordinary run history shows runs you started. Sharing a definition does not automatically share all of its run history.
Each run also needs the applicable assistant capability, current source permissions, enabled operations, approved environment and spending capacity. See HiveAI access and credits and budgets.
How the plan becomes work¶
- Describe the repeated outcome and the inputs that vary each time.
- Review and save the definition if you have management authority.
- Select a version and the actual inputs for one run.
- Review starting that run.
- Review each proposed task change independently.
- Check the source result and saved run before proceeding.
The implemented definition limit is twelve ordered steps, and workspace policy can set a lower limit. A saved plan is not a promise that every action will be available later. Permissions, source versions, policy and task state can change. Earlier completed steps can remain in place when a later step is rejected, stopped or unavailable.
Changing or retiring a plan¶
Updating a definition creates a new version; existing run records retain their selected version. Retirement creates another version marked retired. It does not reverse task changes or delete past runs.
The present implementation checks retirement on the selected version. Whole-workflow retirement across older versions still needs reconciliation. Administrators should verify the current definition and access controls rather than treating retirement alone as a proven block on every historical version.
What completion and recovery mean¶
A request saved in the conversation does not prove that a definition or run was created. A run-start receipt does not prove that any source task changed. One confirmed task change does not prove the next change happened.
The current design offers saved-state refresh separately from recovery of an uncertain original change. Recovery may continue that same approved change after checking its source. It does not start another run or establish that later steps will advance. See governed action recovery.
Stopping a waiting run concerns remaining work. It does not undo completed changes and cannot recall a change already accepted for execution. Any supported restoration has its own review and constraints.
Business and operational use¶
Use assisted workflows to make a repeatable sequence easier to understand and review. Agree who owns the plan, who may change it, who supplies inputs and who verifies results. Keep these responsibilities separate from the people who approve the underlying business work.
For reporting, distinguish saved definitions, runs started, individual changes confirmed, completed runs, and runs requiring investigation. A two-step run with only one confirmed change is partial work. Avoid counting it as two delivered outcomes.
Run records contain more operational data than the normal history view displays. Selected inputs and intermediate results may remain stored even when the history panel cannot show them. Retirement and stopping are not deletion requests. Use the organization's approved data-lifecycle process for retention, export or deletion questions.
The task guide covers the intended user journey, including unavailable details and uncertain outcomes. All audience walkthroughs remain draft for the initial reviewer.