Workflows
Workflows is KAWA’s builder for multi-step processes. Actions can be started on a schedule or manually, and steps run in sequence: data processing, running Python scripts, sending emails, and calling AI prompts.
- Workflows
1. First workflow: Create
To create a new workflow, go to the Workflows section and click on + Workflow.
2. Set trigger
KAWA Workflows support two trigger types. Pick one in WHEN → Select a trigger.
2.1 At a scheduled time
Use this when the workflow must run automatically.
- Choose At a scheduled time.
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Configure:
- Daily / Intraday / Weekly / Monthly.
- Run time. Daily — Run at → pick an exact time (e.g., 09:00). Intraday — Run every N [seconds/minutes/hours]; optionally turn on Set custom time period. Weekly — Run on (choose weekdays) at (time). Monthly — Run every month on (day of month) at (time).
- Timezone.
- Only on business days (optional).
- The header shows the summary (e.g., Runs daily at 09:00).
2.2 Manual run
Use this when the workflow is started on demand by a user.
- Choose Manual run.
- (Optional) Click + Add input to define parameters that the user must enter each time they start the run: Text, Number, Date, Date Time, Boolean.
- These inputs are available to later steps via bindings:
- In Email / AI prompt editors: click + → Use data from → Choose data, then choose the input.
- In Run python script, Parameters: click + → Use data from → Choose data, then choose the input.
2.3 On data refresh
Use this trigger to run a workflow right after a data source is successfully refreshed.
- Choose On data refresh.
- Click + Add data source, find it in the list, and select it. Multiple sources are supported.
How it fires:
- Fires after a successful refresh of any selected source (Data source -> Overview -> Change data import).
- With multiple sources it uses OR logic — refresh of any selected source triggers the workflow.
3. Add action
Click Add action — the Actions panel opens; select the needed action.
3.1 Step 1: Transform data
- Choose a Sheet from the list.
- If needed, open Enrich data and use the quick transform icons.
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In the Behavior block, set:
- If no rows are found → Interrupt workflow / Continue without a result.
- If more than 50 rows are found → Interrupt workflow / Continue without a result.
- Max number of rows → a number (e.g., 50).
3.2 Step 2: Run python script
- In Select python tool from the library, choose a tool.
- In Match tool inputs (required entries), bind inputs to outputs from previous steps:
- df → select 1. Transform data or other prior action.
- text → bind to a source.
If a required input is empty or mis‑bound you’ll see Invalid task bindinqs.
- Parameters (optional/named options) → they can also be bound to outputs from previous steps.
If a parametrs is empty you’ll see Invalid parameter bind.
Behavior — the same row-based guards as in Transform data appear at the bottom.
3.3 Step 3: Send email
Recipients, Subject, and Body can be entered manually, or use the + on the right to insert values from previous steps (e.g., a sales total or a generated table).
If a required fields is empty you’ll see Invalid parameter bind.
3.4 Step 4: AI prompt
- Enter the prompt text. Use the + button to insert variables/fragments from previous steps (transformation results, script outputs, etc.).
- Use the prompt for summarization, recommendations, and generating explanations.
Logic: If / Else, End run if…, Loop over a list (see 8. If / Else of this section).
4. Save
Сlick Create workflow.
5. Update workflow
When you open an existing workflow from Home → Workflows, the editor shows the current WHEN (schedule) and THEN steps. The Create workflow button is replaced with Update workflow (bottom-right). Update workflow saves changes to an existing workflow (schedule, steps, bindings, Behavior). After saving, both scheduled and manual runs use the latest version.
6. Manual run & history
Use manual runs to test or trigger a workflow on demand. A manual run does not change the schedule.
6.1 Run from the workflow editor
- Click Run history (top-right).
- In the modal, press Run to start immediately.
- The table shows Start, End, Status, and Error for each attempt. Use the date filters and counters (Total / Success / Failed) to review past runs.
6.2 Run from Home → Workflows
- Open Home → Workflows.
- In the row of a workflow, open the three-dot menu → Run.
- The current Status appears in the list; open the workflow and Run history for details.
Status shows the last result: Success, Failed, Running, Stopped.
7. Reorder / Delete steps
- Reorder: drag & drop steps in THEN. If you move a step above its data source, dependent steps show Invalid task ref; open them and re-bind fields via +.
- Delete: trash icon on a step. Steps referencing a deleted step also show Invalid task ref — fix or remove those bindings. Deletion can’t be undone.
8. If / Else
If / Else is a logic step that splits a workflow into two branches:
- IF – runs when all conditions are true.
- ELSE – runs when at least one condition is not met.
The step uses data from previous actions: Transform data, Run python script, AI prompt, Send email, etc.
8.1 Add an If / Else step
- In the THEN section, click + Add action.
- In KAWA Actions, scroll to the Logic section.
- Select If / Else.
A new block appears in the steps list with two tabs:
- IF – conditions and actions for the “true” case.
- ELSE – actions for the alternative path.
Each tab has its own + Add action button to build the branch.
8.2 Add path rules
The behavior of If / Else is controlled by path rules – rows of conditions in the panel on the right.
Each rule has three parts:
a. The first field is what you check
(for example, an aggregate like “high”, a table “Grid”, or text like “Generated Content”). You pick it via Use data from → Choose data.
b. The second field is the comparison type.
Available operators depend on the data type.
c. The third field is what you compare against.
You can:
- type a value manually (for example, 0, warning, TRUE), or
- click the + button on the right and select data from previous steps.
This lets you compare:
- an aggregate with a fixed threshold;
- AI-generated text with another column;
- properties from different steps with each other.
Multiple rules
- Click + AND to add another condition.
- All rules inside an If / Else are combined with AND – they all must be true for the IF branch to run.
- The total number of rules is shown in the step name (for example, “5. 3 rules”).
8.3 Actions in the IF and ELSE branches
After you set up the rules, define what each branch should do.
- Select the IF or ELSE tab in the If / Else block on the left.
- Click + Add action inside that branch.
- Add the actions you need, for example.
Execution logic:
- If all rules are true, only the IF branch runs and the ELSE branch is skipped.
- If any rule is false, the ELSE branch runs (if it has actions).