Workflows
Search and Sort Workflows
Use the search bar to filter your workflows by name, description, or action type. Below the search bar, sort pills let you combine multiple sort modes at once. Click Recent to sort by newest first, A-Z for alphabetical, By Trigger to group workflows by their trigger type (Automatic, On Open, Manual, Scheduled), or By Action to sort by the primary action. Pills can be combined ? for example, select Recent and By Action together. Active pills show a checkmark and a highlighted border. Click an active pill to deselect it.
Create a Workflow
Workflows let you automate email tasks using plain English. Open the Workflows tab and tap Create. Describe what you want in natural language, like "When I receive an email from my boss, summarize it and send me a notification." Zephyr's AI builds the trigger, conditions, and actions for you. Before saving, you will see what the AI thinks the workflow does (intent echo), a confidence score, and any quality warnings. Review everything and save.
Triggers
Every workflow starts with a trigger. Choose from: Manual (run it yourself with a button), On Email Open (runs when you open a matching email), On Received (runs automatically 24/7 when a new email arrives, even when Outlook is closed), or On Schedule (runs on a cron schedule, e.g. daily at 9am or every Monday). The On Received trigger uses webhooks for work accounts and polling for personal accounts. The On Schedule trigger uses EventBridge to check every minute for due workflows.
Conditions
Add conditions to control when your workflow runs. Filter by sender, subject keywords, importance level, or whether the email has attachments. Conditions are evaluated before any actions execute, so you stay in control of what gets processed.
Actions
Actions are what your workflow does when triggered. Available actions include: summarize the email, draft a reply, send an auto-reply, forward to someone, extract tasks, translate, send to Teams, post to Slack, send an SMS notification (Pro), create a Jira ticket, create a GitHub issue, add to Notion, create a Trello card, create a Linear issue, create an Asana task, save a HubSpot contact, log HubSpot email activity, append a row to Google Sheets, add an Airtable record, and trigger a named webhook endpoint (for Zapier, Make, or any HTTPS endpoint). You can chain multiple actions together. For example: summarize an email, then send the summary to a Slack channel and text it to your phone.
Workflow Validation
Zephyr validates every workflow before saving using a 5-layer quality system. Layer 1 checks for structural errors (like a reply action without content). Layer 2 scores the workflow for common mistakes (like no filters on auto-triggered workflows). Before saving, you see an intent echo showing what the AI thinks the workflow does, a confidence percentage, and any warnings. Invalid workflows are blocked from saving. Low-confidence workflows require explicit confirmation. This prevents broken or unintended automations from running.
Edit a Workflow
Each workflow card has a pencil icon (edit button) next to the On/Off toggle. Tap it to open the workflow in the editor where you can change the name, trigger type, conditions, and actions. You can also remove individual actions by tapping the x on each action chip. When done, tap Update Workflow to save your changes.
Thread-Aware AI Actions
When a workflow triggers on an email that is part of a conversation thread, AI actions (summarize, draft reply, extract tasks, translate, custom prompt) automatically receive the full conversation context instead of just the single triggering message. This means summaries cover the entire thread, draft replies reference earlier messages, and task extraction catches action items from the whole conversation. If the thread cannot be fetched (e.g., single-message email or transient error), the workflow falls back to using just the triggering message. No configuration needed, this works automatically.
Diagnose
Not sure why a workflow did or did not run? Tap the Diagnose button on any workflow card. Zephyr checks the current email against the workflow's trigger and conditions, then tells you exactly what matched and what did not. Great for troubleshooting.
Execution History
Every time a workflow runs, it is logged in your Recent Activity feed. You can see which workflow ran, when it ran, what trigger fired, and whether it succeeded or failed. History is kept for 30 days and contains only metadata, never email content.
Scheduled Workflows
Scheduled workflows run on a cron schedule without needing an incoming email. Set the trigger to On Schedule, then choose a preset (Daily at 9am, Every Monday, Every hour) or enter a custom cron expression. You can also set a timezone so the schedule runs in your local time. Scheduled workflows are ideal for periodic tasks like inbox triage, weekly reports, or sending recurring notifications. Note that actions requiring an email context (like send_reply or forward) will not work in scheduled workflows since there is no triggering email.
Testing Your Workflow
To test a workflow: