Workflows

Introduction

If an automation isn't triggering or executing as expected, the issue is usually with the trigger scope, a missing variable, or an integration setting. This guide helps you identify and fix the problem so your workflows run reliably.

Most workflow problems fall into a handful of predictable buckets. Start with the quick fixes below, then jump to a specific issue at the bottom.

Key Terms to Know

• Workflow: an automated process that runs AI tasks for you.

• Node: a single step or action in a workflow.

• Trigger: the event that starts a workflow (a new meeting, a deal update, a signal, etc.).

• Variable: data passed from one node to the next, referenced in prompts with {{ }}.

• Prompt Node: a step that gives the AI instructions.

• Workflow History: a log of every run, showing success, failure, and step-by-step details.

Before You Troubleshoot: Save Your Work

Workflows live in your browser while you're building. If you close the tab or navigate away, unsaved changes are lost.

• Click Save in the top right after every significant change.

• The badge next to Save (for example, Save 5) shows unsaved-change count. Don't let it grow.

• Once saved, the workflow is safe in the cloud.

💡 Pro tip. If you see Save (20) or higher, you're not saving frequently enough.

The #1 Cause: Missing or Incorrect Variables

This is the single most common reason workflows fail or produce empty output. Every prompt node needs to explicitly reference the data it's supposed to analyze, using variables from an upstream node.

Quick fix:

1. Open each prompt node in your workflow.

2. Confirm the prompt references upstream data with {{variable_name}}.

3. Type {{ in any prompt to see available variables from earlier nodes.

4. If your workflow output reads like "I don't have the information to process this" — a prompt is missing a variable.

For the full diagnosis flow, see Workflow runs but produces empty or wrong output.

Where to Look First

Before digging into configuration:

1. Check Workflow History (top right). Recent runs show as Completed, Failed, or In Progress. Click a failed run to see which step broke and why.

2. Read the error message carefully. AskElephant usually points to the exact problem.

3. Use Fix with AI. Many save and validation errors can be auto-fixed from the error banner.

Browse by Specific Issue

• Workflow not triggering or not appearing — it won't fire, or doesn't show up in the list of workflows you can run manually.

• Scheduled workflows not running at the right time — wrong timezone, skipped days, or not running at all.

• Workflow runs but produces empty or wrong output — missing data, partial failures, or output going to the wrong place.

• Conditional logic not working — a conditional node blocks or branches unexpectedly.

• Duplicate workflow outputs — the same email, Slack message, or CRM update is sent more than once.

• Builder, performance, and browser issues — save errors, slow runs, context window errors, and UI glitches.

Quick Checklist

Before you dig deeper:

• Workflow is Active (not paused or draft).

• You've saved your latest changes.

• Every prompt node references the variables it needs.

• Integrations (Slack, HubSpot, etc.) are connected and have the right permissions.

• Trigger conditions match your test case.

• The data you're analyzing actually exists in the upstream system.

• Workflow History doesn't show any failed nodes.

Need Additional Help?

If you have questions or need further assistance, the AskElephant support team is here to help!

You can reach our support team in several ways:

• click the chat button in the bottom right corner of your screen,

• email us at [email protected],

• or use @askelephant support in your dedicated Slack channel.

Include your workflow name, a link to the workflow, what you're trying to do, what you've tried, and any error messages. A recent run ID from Workflow History helps too.