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Workflows are automated sequences that Kafka executes autonomously when triggered by an event. Creating a workflow in Kafka

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How Workflows Work

Every workflow has two parts:
  1. Trigger — What starts the workflow (time-based, app-based, or webhook-based)
  2. Instructions — What Kafka does once triggered
Once activated, Kafka executes your instructions automatically without manual intervention.

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Trigger Types

Time-based 
Daily at 9am
Every Monday at 10am
Hourly between 9am-5pm
App-based 
When email arrives in Gmail
When new candidate added to Greenhouse
When Slack message contains keyword
Webhook-based 
When external API call received
When form submitted on website
When payment processed

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Example Workflow

name: Daily Inbox Call
trigger: daily at 9 am

Content:
1. Scan through my email using @gmail for all emails in the last day
2. Summarize everything and the most important ones to call
3. Call me at [number], informing me of everything.
This workflow runs every morning, scans your inbox, and calls you with a summary — completely autonomously.

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Best Practices

Start simple Begin with single-action workflows before building complex multi-step processes. Be specific with triggers “When email from [email protected] arrives” is better than “When email arrives.” Test before deploying Run workflows manually first to verify they work as expected. Monitor and iterate Check workflow execution history and refine based on real performance. Use integrations Reference tools with @gmail, @slack, @clickup to connect workflows to your systems.

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When to Use Workflows

Use workflows for:
  • Recurring tasks — Daily summaries, weekly reports, monthly cleanups
  • Event responses — Auto-reply to emails, notify on form submissions
  • Data syncing — Keep systems in sync automatically
  • Scheduled actions — Send reminders, generate reports, run backups
Don’t use workflows for:
  • One-off tasks (just ask Kafka directly)
  • Complex decision-making requiring human judgment
  • Tasks that need real-time human collaboration (use Playbooks instead)