Who it’s for: Administrators
Platform: Web app (Sense Automate)
Available on: Elite and above
Before you begin
Make sure you've:
☑️ Logged in to the Sense Workplace web app
☑️ Been assigned administrator access to Sense Automate (Elite tier or above).
☑️ Obtained permission to install workflows in Automate.
☑️ Understood which Sense products (e.g. Sense HR, Sense Presence, Sense Mobile) the workflow connects to.
☑️ (Recommended) Reviewed the workflow description before installing to understand what it automates and any important behaviour dependencies.
Overview
After installing Library workflows from the Workflow Hub, you’ll manage them from the Workflows area of Automate in the Sense Workplace web app.
Here, administrators can deploy, undeploy, uninstall, and monitor workflows that are installed for the organisation.
This page provides visibility into each workflow’s status, type, and activity history — allowing you to control exactly when and how each automation runs.
💡 Tip: The Workflow Hub is where you find and install workflows.
The Workflows area is where you activate, manage, and monitor them.
Navigation path
Sense Automate > Workflows
Access installed Library workflows
Click the Sense logo (upper left) to open the Product Switcher, then select Sense Automate to open its administrative centre.
In the main navigation bar on the left, select Workflows.
✅ You’ll see a table listing all workflows currently installed for your organisation.
Understand the Workflows table
The Workflows table contains the following columns:
Column | Description |
Workflow name | The title of the installed workflow. Click to open details and logs. |
Status | Shows whether the workflow is Deployed (active) or Undeployed (inactive). |
Type | Identifies whether the workflow is Library, or Custom (Note: System Workflows are not displayed) |
(More Actions) | The More actions (…) menu for each row, used to deploy, update, undeploy, or uninstall. |
Workflow types:
Type | Description | Tier availability |
System | System default workflows that power standard Sense functionality. Not visible or editable, but may be enhanced, extended, or overridden by Library or Custom workflows. | All tiers |
Library | Prebuilt workflows installed from the Workflow Hub. Deployable and manageable but not editable. | Elite and above |
Custom | User-built workflows created in Automate builder. Fully editable. | Enterprise |
Searching and sorting installed workflows
Use the Search box (top right) to locate a workflow by name.
Click the column headers to reorder by Workflow name (alphabetically) or by Type.
Deploy a Library workflow
Deploying activates the workflow so that its automation logic begins running across your relevant Sense products (for example, Sense HR).
In Automate > Workflows, locate the workflow you want to activate.
Open the More actions … menu on that row.
Click Deploy.
✅ You’ll see a confirmation message:
[Workflow name] is deployed successfully.
The workflow’s Status will update to Deployed, and the automation takes effect immediately.
If the workflow enhances or replaces an existing System workflow, the new behaviour applies automatically.
⚠️ Caution: Some library workflows may conflict with others or need to be deployed or undeployed in a specific order.
Always review the workflow’s details in the Workflow Hub before deploying.
For example:
Uninstalling or undeploying an Authorisation workflow without another ready will disrupt holiday requests and cause errors that cannot be corrected.
Running multiple Authorisation workflows at the same time can create inconsistent approval rules that cannot be corrected.
When deploying a new variation, undeploy the previous one immediately afterward.
Undeploy a Library workflow
Undeploying pauses a workflow's logic without uninstalling it from your Automate system.
In Automate > Workflows, locate the workflow you want to undeploy.
Open the More actions (…) menu on that row.
Click Undeploy.
✅ A confirmation prompt appears:
[Workflow name] will be undeployed. It will remain in your Workflow list, but will no longer run or be active until deployed.Select Undeploy to confirm or Cancel to keep it active.
🖊️ Note: All workflow-generated data (such as HR records, screens, or notifications) remains in place. Only the automation itself is paused.
Uninstall Library workflow
Uninstalling removes the workflow from your organisation’s Automate environment.
In Automate > Workflows, locate the workflow you want to uninstall.
Open the More actions (…) menu on that row.
Click Uninstall.
✅ A confirmation prompt appears:
This will remove [Workflow name] and its configuration from your organisation. You can reinstall this workflow at any time from Hub.
Select Uninstall to confirm or Cancel to keep installed.
Uninstalling will:
Remove it from your list of installed Workflows.
Retain any historical data or workflow outputs in Sense HR or other systems.
🖊️ Note: You cannot uninstall deployed workflows.
A confirmation dialog now appears when attempting to uninstall a deployed/active Library workflow to help prevent accidental removal of critical workflows and maintain system stability.
Uninstall will not proceed if active deployments or running instances exist — first Undeploy, then follow the uninstall steps.
View Library workflow details and history
Click any workflow name in the table to open its details page.
At the top of the page:
Workflow name — displayed in the header.
Copy ID — copies the workflow’s unique identifier (e.g. c930b7cb-82b1-4c03-9d3f-417213fe3812) for Support use.
💡Tip: You can use the Instance dropdown (top-right) to view run results for a previous workflow version (each Instance represents a version of the workflow).
Understanding the workflow run table:
Column | Description |
Start date | When the workflow run began |
Completed date | When the workflow run finished |
Duration | Total time taken for that run |
Status | Succeeded or Failed |
(Actions) | The More actions … menu, used to view detailed logs. |
View workflow run log history
On the workflow details page, locate the row for the workflow run you want to view
Open the More actions … menu on that row, select History.
✅ A Log history pop-up appears showing:
Timestamp (time that run completed) – e.g. 23 Oct 2025 3:15 AM
Message – summary of the result, e.g. The workflow has successfully completed with output: 12a3bc25-1b2a-12ab-ab12-12ab34c56abc
💡Tip: For support assistance, use the Copy icon (bottom-right) to copy the output ID to your clipboard.
💡 Tip: You can now manually refresh the Instances page to pull the latest data while monitoring or troubleshooting.
Updating Library workflows
Library workflows receive updates in two ways:
Type of update | What it includes | How it’s applied |
Automatic updates | Bug fixes and maintenance improvements that don’t change workflow logic or structure. | Applied automatically in the background — no admin action needed. |
Triggered updates | Major updates that may alter workflow behaviour (for example, new steps, triggers, or integrations). | When the update indicator and badge (⏬ Update available) appears, open More actions (…) and select Update to apply the latest version. |
Update a Library workflow
When an installed workflow has an update available, an Update available indicator and ⏬ badge appear beside it in your Workflows list.
To update:
Go to Automate › Workflows.
Find the workflow marked ⏬ Update available.
Open the More actions (…) menu on that row.
Click Update.
✅ You’ll see a confirmation message:
[Workflow name] upgraded.
The workflow will update to the latest version while retaining its existing configuration.
💡Tip: You can also check for available updates by going to Sense Automate › Workflow Hub and use the Status filter Update available.
Troubleshooting
If deployment, undeployment, or uninstallation fails:
Refresh the page and retry.
Confirm you have workflow management permissions.
Check your internet connection.
Contact Sense Support, providing the Workflow ID and, if relevant, the Output ID from the latest log entry.
Failures are also logged internally for Sense Support to investigate.
Summary
The Workflows area is where you control how and when your Library workflows run (this includes Custom Workflows for Enterprise tier)
From here, you can:
Deploy or pause workflows at any time.
Uninstall workflows you no longer need.
View logs and history for monitoring or troubleshooting.
Apply updates to keep automations current.
Together with the Workflow Hub, this area completes the Library workflow lifecycle:
Find > Install > Deploy/Undeploy > Monitor > Update (or Uninstall)
FAQ
Click to view common questions and answers
Click to view common questions and answers
How do I deploy a Library workflow in Sense Automate?
To deploy a Library workflow in Sense Automate, open Automate › Workflows, select the workflow’s More actions … menu, and click Deploy.
✅ You’ll see a confirmation message saying the workflow was deployed successfully.
How do I undeploy a Library workflow in Sense Automate?
To undeploy a Library workflow in Sense Automate, open Automate › Workflows, choose More actions … › Undeploy, and confirm.
The workflow pauses immediately but its data remains intact.
Can I uninstall a deployed workflow from Sense Automate?
No, you cannot uninstall a deployed and active workflow from Sense Automate.
When you attempt to uninstall a Library workflow, a confirmation dialog now appears to prevent accidental removal of critical workflows and maintain system stability.
Uninstall will not proceed if the workflow is currently deployed or has active running instances.
You must undeploy the workflow first, then follow the uninstall steps to remove it.
Is there a log showing who deployed or undeployed a workflow in Sense Automate?
Yes, there is a log showing who deployed or undeployed a workflow.
These audit details are currently obtainable from Sense Support, and future updates will make them viewable directly in Automate.
Where can I view the activity history for a workflow in Sense Automate?
You can view a workflow’s activity history by opening Automate › Workflows, selecting the workflow, and choosing More actions … › History.
This displays start and completion times, duration, and whether each run succeeded or failed.
💡 Tip: You can now manually refresh the Instances page to pull the latest data while monitoring or troubleshooting.
What are Workflow IDs and Output IDs used for in Sense Automate?
Workflow IDs and Output IDs are unique identifiers used by Sense Support to trace and resolve workflow issues.
You can copy them from a workflow’s details page or log history.
What does the Instance dropdown for a deployed workflow in Sense Automate mean?
The Instance dropdown in a workflow’s run history represents the version history of that workflow.
Selecting a different instance lets you view logs for earlier workflow versions.
How are Library workflows updated once deployed?
Library workflows in Sense Automate can now be updated directly from Automate › Workflows.
When an update is available, an Update available indicator and badge appear beside the workflow in your list.
To update, open the More actions (…) menu and click Update.
Minor fixes and maintenance updates are applied automatically, while major updates that may change workflow behaviour must be triggered manually by an admin.
You can also check for available updates in Sense Automate › Workflow Hub by applying the Status filter Update available.
Can I see which Library workflows are currently deployed in Sense Automate?
Yes, you can see which workflows are currently deployed by checking the Status column in Automate › Workflows.
Deployed workflows show Deployed, and paused ones show Undeployed.
What happens if I undeploy a system critical library workflow without another ready to replace it in Sense Automate?
If you undeploy a system critical workflow without another ready to replace it, linked processes like holiday requests may fail or produce errors that cannot be corrected.
Always have a replacement workflow ready before undeploying.
How can I find workflows that have updates available in Sense Automate?
To find workflows that have updates available, go to Sense Automate › Workflow Hub and use the Status filter Update available.
This displays any workflows with pending updates.
Are workflow logs stored permanently in Sense Automate?
Yes, workflow logs are stored indefinitely in versioned form, so historical data is always available to Sense Support for troubleshooting.
What should I do if a workflow fails to deploy in Sense Automate?
If a workflow fails to deploy, refresh and retry.
If it still fails, check your permissions and contact Sense Support.