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Documentation Index

Fetch the complete documentation index at: https://docs.onsomble.ai/llms.txt

Use this file to discover all available pages before exploring further.

Once you’ve published knowledge content and action workflows, the work shifts from building to managing. This page covers the day-to-day of keeping a working set of workflows — seeing what’s live, what’s being used, editing without breaking things, and retiring what no longer belongs.

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Workflow states

Everything in the Workflows area sits in one of three states.
StateWhat it means
DraftBeing authored or edited. Not discoverable by AI assistants.
LivePublished and available to AI assistants. Counting toward any plan limits.
RetiredPreviously live, now unpublished. Not discoverable, but preserved so you can re-enable or reference it.
Both knowledge entries and action workflows follow the same three-state model.

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Seeing what’s live

The Workflows dashboard for each Site shows everything in one place:
  • Live workflows and entries — what’s currently available to AI assistants, grouped by type
  • Drafts — in-progress work that hasn’t been published
  • Recently retired — what’s been pulled recently, for quick reactivation if needed
The view is scoped to the current Site. Switching Sites (from the Site switcher) changes what you see.

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Editing a live workflow

Live workflows can be edited in place. When you save changes, the updated version becomes effective for the next customer interaction. Two edit patterns to be aware of:
  • Small tweaks — copy changes, adding a branch, fixing a question — can be edited directly. Low risk.
  • Structural rewrites — renaming steps, removing branches, changing outcomes — are better done as a new draft. Edit a copy, preview end-to-end, then promote the draft to live and retire the old version.
There’s no penalty for working in drafts. Preview as often as you need, and only promote once the workflow behaves the way you want.

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Retiring a workflow

When a workflow or knowledge entry is no longer relevant — a service has been discontinued, a process has moved, an entry has been superseded — retire it. Retiring:
  • Immediately removes it from discovery by AI assistants
  • Preserves all of its content and history
  • Keeps it out of the live view, but accessible through the “Recently retired” section
Retired workflows can be restored at any time. Reserve actual deletion for content you’re confident you won’t want back.

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Monitoring usage

Each Site’s workflow dashboard surfaces a handful of usage metrics that are worth glancing at regularly:
  • Discovery — how often AI assistants are looking up workflows or knowledge for this Site
  • Invocation — how often a specific workflow or entry is actually being used
  • Completion — for action workflows, how many customers reach the final step
  • Drop-off — where customers are abandoning action workflows partway through
What to watch for:
  • A workflow with high discovery but low invocation — assistants are finding the surface but not using it. Usually means the workflow description or trigger isn’t matching what customers are actually asking.
  • A step with high drop-off — customers are bailing out at a specific question. It’s confusing, intrusive, or unnecessary. Fix the step or consider removing it.
  • Knowledge entries that aren’t being queried — either no one is asking about the topic, or the entry title and content don’t match how customers phrase the question. Review both.
  • Sudden drops in discovery across the Site — likely a connection issue (see Connecting your website) rather than a workflow issue.

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A rhythm for managing workflows

For businesses with a handful of workflows, light-touch management is usually enough:
  • Weekly: glance at discovery and invocation numbers. Note anything unexpected.
  • Monthly: review drop-off on action workflows. Fix any obviously-broken steps.
  • Quarterly: full content review. Retire what’s no longer relevant. Update knowledge entries that have drifted from reality. Plan the next batch of workflows to build.
For agencies managing multiple clients, the same rhythm applies per Site, with the portfolio dashboard for the triage pass.

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When things break

Occasionally a workflow stops behaving as expected — no invocations, strange drop-off patterns, customers reporting confused experiences. A short diagnostic checklist:
Check the connection status from the Site’s workflow settings. If the underlying website configuration has changed, the connection can break without any change to the workflows themselves. Re-verify if needed.
Check the edit history for the workflow. A recent change can sometimes introduce a confusing branch or break an outcome. Rolling back to a prior version is a safe first move.
Major website updates — a redesign, a migration, a change of CMS — can disrupt the connection. Re-ingesting the Site and re-verifying the connection usually resolves this.
If the workflow ends with a handoff — sending a lead to a system, writing to a calendar, triggering an email — test that end-to-end. A broken integration on the outcome side can leave the customer-facing flow looking fine while nothing useful is happening behind it.
If none of these apply, contact [email protected] with the Site name and the specific workflow and we’ll investigate.