Publish an agentic workflow so new runs can start, then attach the managed start tool to the AI assistant so employees can launch user-initiated workflows from conversation.
Publishing alone isn't enough for user-initiated workflows. Publishing creates a managed start tool. That tool must be attached to the assistant before a test prompt or employee request can start the workflow.
Before you begin
Make sure you have:
- A workflow with a configured Start action and the actions needed for the process.
- The Experience Designer or Tenant administrator role.
- Access to edit the AI assistant (or agent) that employees use.
- Any tools used by Agent or Run Tool actions already created, tested, and set to Active.
What publishing does
When you publish:
- The designer validates the workflow configuration.
- The current draft becomes available for new workflow runs.
- Existing runs continue on the version they started with.
- For a user-initiated Start, Applaud creates or updates a managed start tool based on the Start action's Tool Title and Tool Description.
For more information about versions and lifecycle states, see Understand workflow versions.
Publish the workflow
- Open the workflow in the workflow designer.
- Review the canvas and confirm that actions are connected in the correct order.
- Select Publish.
- Resolve any validation errors, then publish again.
- Confirm that the workflow status is Live.
After a successful publish, the workflow can accept new runs. User-initiated runs still require the managed start tool to be attached to the assistant.
Attach the managed start tool to the assistant
- Note the Tool Title from the workflow's Start action, for example, Request time off.
- Open the AI assistant (or employee-facing agent) that can start this workflow.
- Find the tools configuration for that assistant.
- Attach the managed start tool that matches the workflow's Tool Title.
- Save the assistant.
Important: The start tool must be attached to the AI assistant before a test prompt can start the workflow. Without it, the assistant may answer in chat instead of starting the workflow.
Start tool vs. other tools
| Tool type | Purpose |
| Managed start tool | Starts the published workflow from conversation. |
| Agent/system tools, such as Workday or SuccessFactors | Used inside Agent or Run Tool actions after the workflow is running. |
Attaching the start tool lets the assistant start the workflow. It doesn't replace attaching Active tools to Agent actions inside the workflow.
Republish after changes
When you edit a live workflow:
- Update the draft in the designer.
- Publish again to create a new version for new runs.
- If you changed the Start Tool Title or Tool Description, confirm that the managed start tool on the assistant still matches what you expect.
- Test with a new conversation or request.
Note: Runs already in progress continue on the earlier version until they complete.