Saved workflows

A saved workflow is a snapshot of the configuration: the ordered list of steps, each step's settings (columns, rules, keep strategies), and your chosen output format (.csv or .xlsx). It's not a snapshot of any particular file or result.

When you run a saved workflow, you upload a fresh file and the saved chain of steps runs on it. The file, the output, and the run history are separate. Saved workflows are the recipe; each run is a meal.

After adding at least one step, click Save workflow under your file and give it a descriptive name ("CRM import cleanup", "Weekly lead extract", etc.). The save dialog shows a preview of the steps so you can confirm you're saving the right thing.

Saved workflows appear in two places: the Load dropdown inside Workflow Builder (quick access to pick up where you left off) and the Workflows view of Home's Templates and mappings tab, where you can see all your saved workflows with their steps and when each was made.

There you can use a saved workflow (it takes you back to the builder with that workflow loaded), or rename or delete it from the row's menu. Deleting is permanent and asks for confirmation first.

Two ways to run a saved workflow. From Workflow Builder: upload your file, click Load and pick the saved workflow, then click the run button (Run 4 steps, or Run and format for CRM when CRM Formatter is last). From Home: open Templates and mappings, pick Workflows, and click Use on the saved workflow. Operelio opens the builder with the steps pre-populated, then you upload a file and run.

The exact chain of steps runs in order against your new file. Results go to Activity on Home as a standalone run; the saved workflow's configuration is unchanged by running it.

Open the saved workflow (the Load dropdown, or Use in the Workflows view of Home's Templates and mappings tab). The builder shows the workflow's name under your file, and Load marks it Loaded. Complex steps (Find & Replace, Filter & Extract, Column Manager) load as "Needs review". Open them, check the settings still match your intent, and click Confirm step. Simple steps (Clean Headers, Deduplicate, Remove suppressed contacts, CRM Formatter) auto-confirm.

Make your changes: add steps, remove steps, reorder with Move up and Move down on the open step, change settings on any step. Click Update workflow beside the workflow's name (it reads Save workflow when nothing is loaded), then Update to confirm. It overwrites the existing record.

If you want to keep the original AND create a variant, see the FAQ below on duplicating.

The Workflows view of Home's Templates and mappings tab shows every workflow you've saved, newest first. Each row shows the workflow's name, its steps (the first three by name, then how many more), and when it was made. Search finds one by name.

Actions per row: Use (opens the builder with the workflow loaded and ready for a new file), then Rename and Delete in the row's menu. Delete is permanent, and its confirmation names the workflow and its step count.

Starter plans save up to 10 workflows; Pro plans up to 50; Agency plans up to 200. If you hit the limit, the Save workflow button returns an error asking you to delete one first or upgrade to a higher tier.

Give saved workflows descriptive names; you'll thank yourself later. Good names: "HubSpot weekly contacts import", "Salesforce lead cleanup (UK)", "Newsletter export deduper". Bad names: "Workflow 1", "Test", "New workflow".

If multiple saved workflows share most of their steps (e.g. one for HubSpot, one for Salesforce, one for Pipedrive), keep them as separate saved records. Workflow Builder doesn't have branching. One saved workflow is one linear chain.