Slack Workflow Builder Basics
Workflow Builder is Slack's built-in automation tool. It lets you create automated processes — called workflows — that run inside Slack without writing a single line of code. A workflow listens for a specific event (called a trigger) and then takes one or more actions automatically in response.
What a Workflow Does
WORKFLOW = TRIGGER + STEPS
TRIGGER → STEPS (Actions)
──────────────── ──────────────────────────────
Something happens Slack does one or more things
EXAMPLE:
TRIGGER: A new member joins #dev-onboarding
↓
STEP 1: Send them a welcome message with links
STEP 2: Send them a form to fill in their role
STEP 3: Post a notification to #team-updates
"New team member joined: @username"
Why Use Workflow Builder
Workflows eliminate repetitive manual tasks. If you send the same welcome message to every new channel member, create a workflow. If you post the same weekly status reminder every Monday at 9 AM, build a workflow. Any process you repeat on a schedule or in response to a Slack event is a candidate for automation.
Opening Workflow Builder
- Click Tools in the left sidebar (the grid/tools icon).
- Select "Workflow Builder".
- The Workflow Builder editor opens in a new window.
On some Slack versions, access it through More → Automations → Workflow Builder.
The Workflow Builder Interface
WORKFLOW BUILDER LAYOUT ┌─────────────────────────────────────────────────────────┐ │ Workflow Builder │ ├──────────────┬──────────────────────────────────────────┤ │ MY WORKFLOWS│ WORKFLOW EDITOR │ │ │ │ │ ▸ Welcome │ [Trigger] │ │ message │ ↓ │ │ ▸ Monday │ [Step 1: Send a message] │ │ standup │ ↓ │ │ ▸ PTO form │ [Step 2: Send a form] │ │ │ ↓ │ │ [+ Create] │ [+ Add a step] │ └──────────────┴──────────────────────────────────────────┘
Types of Triggers
A trigger is what starts the workflow. Slack provides several trigger types:
TRIGGER TYPE WHEN IT FIRES
────────────────────── ──────────────────────────────────────────
Scheduled time At a specific date/time or on a schedule
(e.g., every Monday at 9 AM)
New channel member When someone joins a specific channel
Emoji reaction When a specific emoji is added to a message
Shortcut When someone clicks a custom menu item
(manual trigger by the user)
Link trigger When someone clicks a special link
(can be shared anywhere in Slack)
Webhook When an external system sends a signal
to Slack (for technical integrations)
Types of Steps (Actions)
Steps are what the workflow does after the trigger fires:
STEP TYPE WHAT IT DOES
────────────────────── ──────────────────────────────────────────
Send a message Posts a text message in a channel or DM
Send a form Opens a form for the user to fill in
(collects information)
Create a channel Creates a new Slack channel automatically
Invite to channel Adds a person to a channel
Update status Changes a user's Slack status
Add to Google Sheets Sends collected data to a spreadsheet
Create a Jira issue Creates an issue based on form data
Send a webhook Sends data to an external system
Plan Availability
PLAN WORKFLOW BUILDER AVAILABILITY ──────────── ───────────────────────────────────────────── Free Limited (basic steps only, with limits) Pro Full access to Workflow Builder Business+ Full access + advanced steps Enterprise Full access + admin controls + more steps
A Simple Workflow Example
WORKFLOW: Weekly Team Standup Prompt
TRIGGER: Scheduled → Every Monday at 9:00 AM
↓
STEP: Send a message to #dev-team
"🌅 Good morning team! Time for our weekly check-in.
Please share:
1️⃣ What did you complete last week?
2️⃣ What is your focus this week?
3️⃣ Any blockers?"
RESULT: Every Monday at 9 AM, this message
appears automatically. No one has to
remember to post it. ✓
Publishing and Managing Workflows
After building a workflow, click Publish to make it active. The workflow starts running immediately based on its trigger. You can pause, edit, or delete any workflow at any time from the Workflow Builder dashboard. Slack tracks how many times each workflow has run.
Key Takeaways
- Workflow Builder creates automations inside Slack without coding.
- Every workflow has a trigger (what starts it) and steps (what it does).
- Common triggers include scheduled times, new channel members, emoji reactions, and shortcuts.
- Steps include sending messages, sending forms, creating channels, and updating statuses.
- Open Workflow Builder from Tools → Workflow Builder in the Slack sidebar.