---
title: Workflows - Automate Multi-Step Tasks
description: Chain prompts together into automated workflows. Run complex sequences with one click.
date: January 12, 2026
author: DatBot Team
category: features
complexity: intermediate
reading_time: 7 min read
prerequisites: DatBot.AI account, Basic prompt knowledge
---

## What's a Workflow?

A workflow runs multiple prompts in sequence, automatically. Each AI response feeds into the next prompt.

Instead of: Send prompt → Wait → Copy result → Paste into next prompt → Repeat

You get: Click play → Go get coffee → Come back to finished work

## The Basics

### Prompts Live in Folders

Look at the right sidebar. You'll see folders containing prompts.

- **Folders** = workflow containers
- **Prompts inside** = the steps that run in order
- **Play button (▶)** = runs the whole folder as a workflow

### Running a Workflow

1. Find the folder you want to run
2. Click the **▶ play button** next to the folder name
3. If any prompts have variables, fill them in
4. Click **Submit**
5. Watch it go

A counter shows progress: "2 / 5" means you're on step 2 of 5.

### Pause, Resume, Cancel

During execution:
- **Pause** - Stops after current prompt finishes. Click Resume to continue.
- **Cancel** - Stops immediately. No resuming after this.

## Variables

Variables make prompts reusable.

### Syntax

Two formats work:
```
$variable_name
[variable_name]
```

### Example

```
Write a sales email to $company_name about $product.
Focus on their pain point: $pain_point.
```

When you run this, DatBot asks you to fill in:
- company_name
- product
- pain_point

### Smart Variable Handling

Same variable name across multiple prompts? You only fill it in once. DatBot reuses it everywhere.

If you have 5 prompts all using `$client_name`, you enter it once. The form even shows "(used 5 times)" so you know.

## Building Good Workflows

### Folder Organization

```
📁 Blog Writing
   └── 1. Research topic
   └── 2. Create outline
   └── 3. Write draft
   └── 4. Edit for SEO

📁 Sales Outreach
   └── 1. Research prospect
   └── 2. Find pain points
   └── 3. Draft email
   └── 4. Create follow-up sequence
```

Order matters. Prompts run top to bottom.

### Reordering Prompts

Drag and drop. Grab a prompt, move it where you want.

### Moving Between Folders

Drag prompts from one folder to another.

## Practical Workflow Ideas

### Content Creation
1. Research topic and audience
2. Generate outline with key points
3. Write first draft
4. Optimize for SEO
5. Create social media snippets

### Sales Prospecting
1. Analyze company from their website
2. Identify decision makers
3. Find relevant news/triggers
4. Write personalized outreach
5. Create follow-up sequence

### Code Development
1. Break down requirements
2. Design architecture
3. Generate implementation
4. Write tests
5. Create documentation

### Data Analysis
1. Summarize the dataset
2. Identify patterns
3. Generate visualizations
4. Write insights
5. Create recommendations

## Team Sharing

On Team and Business plans, you can share workflows.

### Sharing a Folder

Click the **share icon** (👥) on any folder header. It turns green with a checkmark when shared.

Your team sees it in their "Team" tab.

### Using Shared Workflows

1. Click the **Team** tab in the prompts panel
2. Browse what's available
3. Click any prompt to use it
4. Run workflows the same way

Shared prompts are read-only. You can use them, but can't edit someone else's work.

### Unsharing

Click the share icon again. Gone from team view.

## Execution Modes

Each prompt can have its own execution mode:

| Mode | What It Does |
|------|--------------|
| **Standard** | Normal chat response |
| **Deep Dive** | 100+ sources, 7-10 minutes, citations |
| **Quick Report** | 20+ sources, ~5 minutes, faster research |
| **Agent Mode** | Web search + media tools + multi-step capability |

Mix modes in a workflow. Maybe step 1 is Deep Dive research, steps 2-4 are Standard writing.

## Tips

### Start Small
Build a 2-3 step workflow first. Get it working, then expand.

### Test Individual Prompts
Run each prompt alone before adding to a workflow. Catch issues early.

### Use Descriptive Names
"Research Phase" beats "Prompt 1". Future you will thank present you.

### Save Good Variables
Consistent variable names across workflows = faster filling.

### Watch Your Credits
Deep Dive and long workflows use more credits. Check the cost before running.

## Troubleshooting

| Issue | Fix |
|-------|-----|
| Workflow won't start | Make sure you have an active chat open |
| Variables not filling | Check spelling, variables are case-sensitive |
| Stuck mid-workflow | Try pause then resume, or cancel and restart |
| Can't edit shared prompts | You can't. Contact the owner or make your own copy |
| Results seem wrong | Run prompts individually to find the problem step |

## Quick Reference

| Action | How |
|--------|-----|
| Run workflow | Click ▶ on folder |
| Pause | Click Pause during run |
| Resume | Click Resume |
| Cancel | Click Cancel |
| Reorder prompts | Drag and drop |
| Share folder | Click share icon |
| Use team prompts | Switch to Team tab |

That's workflows. The real productivity boost comes when you stop doing the same multi-step task manually and let DatBot handle it.