> ## Documentation Index
> Fetch the complete documentation index at: https://docs.vern.so/llms.txt
> Use this file to discover all available pages before exploring further.

# Workflows

> Chain lists, scouts or an API source, the migration and a writer — and run them on a schedule.

A **workflow** keeps data flowing on its own. It collects its inputs (a [list](https://docs.vern.so/help-center/scouts/lists.md) and the [scouts](https://docs.vern.so/help-center/scouts/scouts.md) that use it, or an API source), runs the migration into a workbook, and can write the result to your API through a [writer](https://docs.vern.so/help-center/send/write-to-an-api.md) — every hour, every day, or whenever you choose.

You'll find workflows under **Workflows** in the sidebar.

> [!NOTE]
>
> Workflows are in **beta**, alongside Scouts and Lists. They're available on every account.

## Build a workflow

Click **New workflow** (or the **+** next to Workflows in the sidebar). A workflow has up to three kinds of step.

**1. Inputs**

Add up to 10 inputs. They run in order, and you can reorder them.

* **Add a list** — pick a list and override any of its parameters that aren't marked Fixed. Then choose which **scouts using this list** run on its entries (scouts set to *From a list*). Per scout:
  * **Re-check every entry each run** — off: only new entries are scouted. On: every entry is collected again, so changes are picked up.
  * **Re-run flagged entries once before migrating** — retry anything that came back flagged.
* **Add API source** — pick a connected source and its streams. Each run pulls everything since the last successful run.

**2. Migration**

**Add migration** — choose a workbook with template sheets, and up to 10 **Files to keep** (everything else in the workbook is replaced each run).

Turn on **Update rows already in the workbook instead of adding copies** to replace rows by their unique key (it's always on when re-check is on). Templates without a unique column add rows instead.

There's no recipe to pick: the first test run builds it — and may ask you a question.

**3. Write**

**Add write** — choose a writer. It sends only the rows this run imported, and reports what was written, updated, deleted, unchanged or failed.

## Schedule it

Under **When it runs**, pick how often it repeats:

| Repeat | |
| - | - |
| Every 15 minutes / Every 30 minutes | |
| Every hour | at a minute you choose |
| Every day | at a time you choose |
| Every few days | every 2–30 days from a start date, at a time |
| On chosen days | e.g. weekdays, at a time |
| Once a week | on a day, at a time |

Times are wall-clock times in the **Timezone** you choose, so *daily at 06:00* stays 06:00 across daylight-saving changes.

Optionally add an **Email** notification — **Only when a run fails**, or **After every run (and failures)**.

## Test, approve, then run

A workflow can't run on its own until someone approves it:

1. **Test run** — takes 3 entries through every step, including writing to the destination. Test runs don't send emails.
2. **Approve** — enabled once a test run of the current setup completes.
3. **Run now**, or switch the **Schedule** on.

The badge shows **Approved**, **Not approved yet** or **Changed since approval**. Editing a step means testing and approving again.

## Runs

Each run shows how many entries were new, and the run detail breaks it down per input, list, scout, migration and write. A run can end **Done**, **Nothing new**, **Failed** or **Canceled**.

* If any input fails, the whole run stops and those entries are retried next run.
* An entry that keeps failing is set aside after 3 attempts.
* If a scheduled run fails, the workflow is **paused** with the reason, and shows up in [Needs attention](https://docs.vern.so/help-center/home/needs-attention.md) on Home — click it and the agent investigates.

Deleting a workflow keeps its lists, scouts, sources, recipe and writer.

## Good to know

* One list or scout runs at a time per company; workflow steps wait their turn.
* With re-check on, each entry takes roughly 30–90 seconds, up to 10 at once.
* You can also ask [Home](https://docs.vern.so/help-center/home/overview.md) to set up a workflow for you, e.g. *"Re-sync new Northwind events every day at 06:00."*

## Next

* [Lists](https://docs.vern.so/help-center/scouts/lists.md) and [Scouts](https://docs.vern.so/help-center/scouts/scouts.md) — the inputs.
* [Write to an API](https://docs.vern.so/help-center/send/write-to-an-api.md) — the writer at the end.


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