Softr Workflows Overview

Softr Workflows let you automate tasks, logic, and AI-powered actions directly inside Softr. You can connect your apps, databases, and external tools to reduce manual work and keep everything in sync. Think of Workflows as the automation layer that powers your entire Softr stack.

Unlike external automation tools, Workflows are native to Softr, so they can respond to in-app user actions and database changes and use your app’s data/permissions directly.

Step-by-Step: Create your first Workflow

Step 1: Create a new Workflow

From your Softr workspace, click Workflows in the left sidebar to open the visual builder. You can start in one of two ways:

From scratch: Build your workflow manually by choosing a trigger and adding actions.

From a template: Pick a ready-made automation (for example, “Send email alerts when a number reaches a certain threshold”) and customize it.

Note: You can use the AI Co-builder right away in the visual builder after you select a trigger or a template. Click the AI icon in the bottom right, describe what you’re trying to build, and it will generate an editable outline (trigger, actions, and logic). These queries don’t consume AI credits.

Step 2: Select a trigger

Start by selecting a trigger for your workflow to define when it runs. Choose from the following:

External Triggers

Airtable: When a new record is created or an existing record is updated.

Gmail: When a new email is received.

Google Sheets: When a new row is created.

Softr Triggers

Softr Apps: Run a custom workflow when a user triggers a “Run Custom Workflow” action button in the app UI. You can also trigger a workflow when a new user is created.

Softr Databases: Trigger a workflow when a record is created, updated, or deleted, or meets certain conditions (for example, run only when Status changes to “Approved” or Sentiment = “negative”).

Built-in Triggers

Webhook: Start a workflow from any external app that can send an HTTP request.

One-time schedule: Run a workflow once at a specific time.

Recurring schedule: Run a workflow on a scheduled frequency.

Note: Triggers can reference your Softr app and Database directly—no external connectors required.

Step 3: Add actions

Actions define what happens after the trigger. You can run simple to complex workflows depending on what you need. Common actions include:

Update, add, delete, or find records in Softr Databases

Send emails (in Gmail, Outlook, Postmark, or connect another tool with API)

Send a Slack message

Generate AI summaries or responses using Softr’s built-in LLM integrations or by bringing your own API key.

Add an event in Google Calendar

Call API to connect to any external system that supports REST API calls

Extract PDF or scrape webpage to find relevant information

Logic-based actions, including Branches, Filters, Wait times, and Bulk actions.

Each action can use variables from earlier steps (e.g., fields from the triggering record or form submission). Map these inputs in the action’s Settings tab on the right panel.

Note: AI-based actions using Softr’s built-in LLM integrations (for example, summarizing text or enriching data) use AI credits. Learn more about AI credits →

Step 4: Add settings and conditions

For each trigger and action you add, you choose settings and conditions (in the Settings tab on the right panel). For example:

For Softr Database triggers: choose Account → Database → Table, and (optionally) field-level conditions that must be true for the workflow to run.

For action steps (e.g., Gmail/Slack/API/AI): connect the provider/account, map inputs from earlier steps (such as subject, body, channel, payload), and configure any action-specific options.

For logic steps: define conditions in Filters/Branches or Wait times.

Step 5: Test and monitor your workflow

Before going live, use the Testing tab in the right panel to ensure the action is working correctly.

For event-based triggers (e.g., Softr App or Database), create a real test event first—submit the form, click the button, or add/update a record—then open Testing to pull in the latest sample data.

Some action types don’t support test preview yet (e.g., certain third-party sends). You can still use these actions; they will run when the workflow is live.

Step 6: Turn it on

Once tested, click Turn on to set your workflow live. It will automatically run each time its trigger condition is met.

Using the AI Co-builder (beta)

When building your workflow, click the AI icon in the bottom right (above the chat icon) to describe what you’re trying to build. The AI Co-builder creates a sample workflow; you can modify triggers, actions, and logic before turning it on.

Connecting Workflows to your Softr apps

Workflows can be triggered directly from user interactions inside your app.

To set up this trigger,

Set up a workflow from Softr Apps > Run custom workflow and give it a name (e.g. Slack alert from record added). Publish the workflow when ready.

Open your Softr app

In the dynamic block you want to add the workflow, go to the Actions tab > Add item button and select Run Custom Workflow.

Select the workflow.

Define the data to use in the workflow (map form fields or record fields) and open Preview to trigger a test event

Return to the workflow editor to test your trigger

Example: Pass User name, Email, and Message from the form to your Slack action so the team sees the full context.

You can also guide users through the flow by showing progress or wait screens while the workflow runs, then display confirmation once it completes.

To add a wait screen:

Toggle on Show wait screen in the app action that triggers the workflow

Add your custom message

Note: Wait/progress screens apply to app-triggered workflows (not Database/scheduled triggers).

Monitoring and managing your Workflows

Click Runs in the top left of the visual builder to monitor performance and usage. The Runs list shows every execution with timestamps and step-by-step logs (inputs, outputs, and errors) for troubleshooting.

Run retention limits by plan:

Free plan: 7 days

Starter: 30 days

Professional: 60 days

Business: 90 days

You can pause, duplicate, or delete workflows anytime from the main Workflows list.

Pricing and credits

Workflows are available on all Softr plans. Usage is based on action executions — how many workflow actions run while your workflows are active. Each action that runs counts toward your monthly Workflow action limit, depending on your plan.

Workflow usage

Each time a workflow runs, Softr counts the actions that execute. Triggers and flow control steps (like Wait, Branch, Filter, and Bulk actions) don’t count toward usage. Some actions (for example, sending emails) may use more than one execution, depending on the integration.

Other pricing notes

Utilities: Advanced actions like Run code, Extract PDF, and Scrape webpage are available on paid plans.

Webhook & API: Available starting from the Professional plan and above.

AI credits: Used for AI Actions. Business and Enterprise plans can also use their own API keys. Learn more about AI credits >

You can track your current usage and limits anytime in Billing → Usage, and view all plan allowances on the Pricing page. Workflow actions reset each month.

FAQ

Can I connect Workflows to AI Agents?

AI Actions (in Workflows) use Softr built-in AI integrations (or OpenAI or Anthropic API keys) to write, summarize, categorize, or run a custom prompt inside your workflow.

Database AI Agents (in Databases) classify, summarize, enrich, or validate records when data is created or updated in your Softr Database.

How they work together:

A Database AI Agent can enrich or classify a new record (e.g., set Sentiment = positive/negative). Your workflow can then branch based on that value—send a follow-up email if negative, post a Slack kudos if positive.

Both AI Actions and Database AI Agents consume AI credits. Learn more →

Do I need any coding experience to build workflows?

No. The Workflow builder is fully visual. You can drag and drop triggers and actions, use a template, or use the AI Co-builder to generate a workflow from plain-language instructions. A “Run Code” action is available for more advanced workflow needs.

Can I build workflows that connect to external tools?

Yes. Use the Call API action to push or fetch data from any external system, or the Webhook trigger to start workflows from other apps like Stripe or HubSpot.

Are workflows available on the Free plan?

Yes. You can build workflows on all plans. The Free plan includes 7 days of run history and limited step executions. Higher-tier plans include longer history and more generous limits. See the Pricing page for full details.