> ## Documentation Index
> Fetch the complete documentation index at: https://docs.serval.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Organizing Workflows

> Tags, categories, and search for managing workflows at scale

As your workflow library grows, organization becomes essential. Use tags, categories, and search to keep workflows discoverable and manageable. Optionally, disable and delete workflows as needed.

***

## Workflow Categories

The sidebar automatically organizes workflows into categories:

### Built-in categories

| Category                  | Description                              |
| :------------------------ | :--------------------------------------- |
| **All**                   | Every workflow in the team               |
| **Scheduled**             | Workflows with scheduled triggers        |
| **Published**             | Active, published workflows              |
| **Never published**       | Draft workflows not yet deployed         |
| **Has unpublished edits** | Published workflows with pending changes |
| **Disabled**              | Temporarily turned off workflows         |
| **Access Provisioning**   | Workflows that grant access to users     |
| **Access Deprovisioning** | Workflows that remove access from users  |

### Application categories

Workflows are automatically grouped by the applications they interact with. For example:

* **AWS** - Workflows using AWS integrations
* **GitHub** - Workflows using GitHub integrations
* **Google Workspace** - Workflows using Google integrations
* **Okta** - Workflows using Okta integrations
* **Slack** - Workflows using Slack integrations
* *(and more based on your connected apps)*

***

## Tags

Tags let you create custom categories for workflows. Unlike automatic categories, tags are fully customizable.

### Creating tags

<Steps>
  <Step title="Open the tags section">
    In the workflow sidebar, find the **Tags** section
  </Step>

  <Step title="Click add (+)">
    Click the add button next to Tags
  </Step>

  <Step title="Create new tag">
    Select "Create Tag" from the menu
  </Step>

  <Step title="Configure the tag">
    * Enter a name for the tag
    * Choose a color (helps visual identification)
  </Step>

  <Step title="Save">
    The tag is now available to assign to workflows
  </Step>
</Steps>

### Assigning tags to workflows

<Steps>
  <Step title="Select workflows">
    Open the tag management from the sidebar
  </Step>

  <Step title="Choose tag">
    Select an existing tag or create a new one
  </Step>

  <Step title="Add workflows">
    Select which workflows should have this tag
  </Step>

  <Step title="Save">
    The workflows are now tagged and filterable
  </Step>
</Steps>

### Managing tags

**Edit a tag:**

1. Hover over the tag in the sidebar
2. Click the menu icon (...)
3. Select "Edit"
4. Update name or color
5. Save changes

**Delete a tag:**

1. Hover over the tag in the sidebar
2. Click the menu icon (...)
3. Select "Delete"
4. Confirm deletion

<Note>
  Deleting a tag removes it from all workflows but doesn't delete the workflows themselves.
</Note>

### Tag ideas

| Tag              | Purpose                            |
| :--------------- | :--------------------------------- |
| **Onboarding**   | Workflows for new employee setup   |
| **Offboarding**  | Workflows for departing employees  |
| **Security**     | Security-related automation        |
| **Reports**      | Reporting and analytics workflows  |
| **Compliance**   | Compliance and audit workflows     |
| **Self-service** | User-facing self-service workflows |
| **Internal**     | Team-internal tooling              |
| **Critical**     | Business-critical workflows        |

***

## Search

Use search to quickly find workflows by name or description.

### Using search

1. Click in the search field at the top of the workflow list
2. Type your search term
3. Results filter in real-time
4. Click a workflow to open it

### Search tips

* **Partial matches** - Search finds partial matches in names
* **Descriptions** - Search also matches workflow descriptions
* **Combine with filters** - Search works within the selected category

<Tip>
  Use descriptive workflow names to make search more effective. "Create Google Workspace User" is more searchable than "User Setup v2".
</Tip>

***

## Filtering

Combine categories, tags, and search for precise filtering:

1. **Select a category** - Start with a built-in category or app
2. **Apply tags** - Further filter by your custom tags
3. **Search** - Narrow down with text search

Example: Find all scheduled AWS workflows related to security:

1. Click **Scheduled** category
2. Click **AWS** to filter by app
3. Click **Security** tag
4. Search for "audit" if needed

***

## Best Practices

<CardGroup cols={2}>
  <Card title="Use descriptive names" icon="tag">
    Name workflows clearly: "Weekly Security Audit Report" not "Report v3"
  </Card>

  <Card title="Add descriptions" icon="file-lines">
    Write descriptions explaining what the workflow does and when to use it
  </Card>

  <Card title="Tag consistently" icon="tags">
    Establish tag conventions and apply them consistently across workflows
  </Card>

  <Card title="Clean up unused workflows" icon="broom">
    Disable or delete workflows that are no longer needed
  </Card>

  <Card title="Review periodically" icon="calendar">
    Regularly review your workflow library to keep it organized
  </Card>

  <Card title="Limit tag proliferation" icon="filter">
    Use a small set of meaningful tags rather than many specific ones
  </Card>
</CardGroup>

***

## Organization at Scale

As your workflow count grows:

### Naming conventions

Establish patterns for workflow names:

* `[Team] - [Action] - [Target]`
* `[App] - [Operation]`
* `[Frequency] [Action] Report`

Examples:

* "IT - Create User - Google Workspace"
* "GitHub - Add to Repository"
* "Weekly Security Audit Report"

### Tag taxonomy

Create a tag hierarchy:

* **By function:** Onboarding, Offboarding, Security, Reports
* **By audience:** Self-service, Admin-only, Internal
* **By priority:** Critical, Standard, Low-priority

### Team structure

Consider how teams map to workflow ownership:

* **IT team** - User management, access workflows
* **Security team** - Audit and compliance workflows
* **Engineering** - Developer tooling workflows
* **HR** - People operations workflows

***

## FAQs

<AccordionGroup>
  <Accordion title="Can a workflow have multiple tags?">
    Yes. Assign as many tags as relevant to a workflow. The workflow appears in each tag's filter.
  </Accordion>

  <Accordion title="Do tags sync across teams?">
    No. Tags are team-specific. Each team manages its own tag taxonomy.
  </Accordion>

  <Accordion title="Can I bulk-edit workflow tags?">
    Currently, tags are assigned individually. For bulk operations, use the tag edit dialog to add/remove workflows from a tag.
  </Accordion>

  <Accordion title="How do I see all workflows without filtering?">
    Click "All" in the sidebar to see every workflow in the team, regardless of category or tag.
  </Accordion>

  <Accordion title="Are disabled workflows hidden?">
    Disabled workflows appear in the "Disabled" category. They're not hidden from search or "All" view.
  </Accordion>
</AccordionGroup>