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Workflow Concepts

Workflows are how XY turns repeatable operational work into automation. A workflow can begin with a browser recording, a file, a connected app, or a business event, then move that work through the right steps until the outcome is complete.

What a workflow can include​

Most XY workflows combine some or all of these ingredients:

Agents​

Agents help with specialized work such as extracting information, checking completeness, or answering questions from trusted files.

Integrations​

Integrations connect XY to other systems so a workflow can read data, send updates, or pull in documents.

Files​

Files provide both input and context. A workflow might process an uploaded document, or it might use policies and SOPs as reference material.

Browser automation​

When work happens inside a portal or website, a workflow can use the XY Browser Agent and recorded browser steps to complete that part of the process.

Human review​

Not every case should run straight through. Workflows can send exceptions to a person when something needs review or confirmation.

Two workflow starting points​

Configured workflows​

These are workflows your team builds or manages directly in the web app.

Recorded workflows​

These begin in the Browser Agent, where a user records a real task and saves it for reuse.

A typical workflow lifecycle​

  1. A team creates or records the workflow.
  2. The workflow is tested on a safe example.
  3. The team refines the steps, inputs, and connected systems.
  4. The workflow is reused for repeated work.
  5. Exceptions are reviewed by a person when needed.

Common workflow patterns​

File-driven​

A file is uploaded or synced into XY, then a workflow reads it, extracts the key information, and routes the result to the right next step.

Integration-driven​

A workflow starts from a connected system and uses that connection to move information across tools.

Browser-driven​

A workflow uses recorded browser steps when the work has to happen inside a website or portal.

Hybrid​

Many of the strongest workflows combine all three. For example, a workflow might read a file, look up supporting data through an integration, and then finish the last steps in a browser portal.

How teams usually roll workflows out​

Start small​

Pick one narrow process with a clear outcome.

Keep a person involved early​

Use a co-pilot or supervised approach while your team learns what the workflow does well and where it still needs review.

Expand after confidence grows​

Once the workflow is reliable, connect more inputs, add more users, and apply the same pattern to adjacent processes.

Example​

Here is a simple XY workflow:

  1. A referral document is uploaded into Files.
  2. An agent extracts the key details.
  3. The workflow checks the right internal policy or SOP.
  4. A browser workflow completes the next steps in a portal.
  5. A staff member reviews any exception before final submission.

Why workflows matter​

Workflows help teams:

  • reduce repetitive manual effort
  • make processes more consistent
  • reuse the same automation across many items
  • combine files, apps, and browser work in one place
  • keep people involved where judgment matters