You might be wondering how actions are used when you build a workflow. In this article, we'll walk you through everything you need to know about workflow actions and active workflows.
Active workflows
Each account is limited to the amount of workflows that can be set to active at any moment.
What is an active workflow?
When building a workflow, it is not considered active until it is fully configured and published. From this point on, it will run once triggered.
Once published, you will see that the label next to the workflow has changed to active. You can track the amount of active workflows in your account, to learn more check out the article about Account usage.
How many active workflows do I get on my account?
You can create however many workflows you'd like, but these are the limitations for active workflows:
- For Pro accounts, you have the ability to publish 5 active workflows.
- For Enterprise accounts, you can publish 250 active workflows.
Purchasing more workflows
If you've reached the maximum limit of active workflows for your account, you can purchase additional workflows. To purchase more, please contact our sales team.
Autopilot hub
To view all existing workflows in an account, you can navigate to the Autopilot hub by clicking on the Autopilot hub robot button on the top of your screen as seen below:
Once you've opened up the Autopilot hub, click on the Workflows tab, where you'll be able to view all of your account workflows. You will be able to see which ones are active or inactive, which workspace the workflows are on, level of importance, when a workflow was last updated, and more.
Should you reach your active workflow limit and given you have the permissions to do so, you can activate or deactivate workflows as needed from within the Workflow center by toggling the Status switcher on the left side of the workflow list.
Do workflows consume actions?
Active workflows consume actions, and are limited by the the Automation action limits for your chosen plan.
In the AI workflow builder, each AI-infused workflow (with at least one AI block) consumes 8 AI credits per run.
Actions used by monday workflows will not factor into Integration action limits, regardless of whether you use a third-party tool in your workflow or not.
An action is a main component of our pricing model. You can learn more about pricing by visiting our Automations and Integrations pricing article.
What is an action?
Every workflow block has a trigger and an action (or multiple actions).
Let's look at an example: "When a status changes to something, delete the item"
- In this case, the trigger is "When a status changes to something".
- The action is "delete the item".
So, every time an item is deleted, one action is used. If you were to trigger this block three times, three items would be deleted and that would count as three actions used.
Action limits
Every account has an action limit:
- one for Automations, the workflow builder, and apps
- one for Integrations
When you build a workflow, and actions used will count towards what we call your Automation limit only. This is true regardless of whether your workflow block communicates with an external tool or not.
Action limit example: Pro plan
There is a 25,000 action limit for Automations per month on the Pro plan. If an account surpasses its allocation of actions within the month, the number of additional actions used over the limit will be deducted from the next month’s allocation.
For example, if 28,000 Automation actions were used in April, then there will be 22,000 Automation actions available in May.
To learn more about the specific action limit for your account, check out the Pricing Page.
How many actions does one workflow use?
There is a great deal of variability in workflows. Generally, the more blocks you create, the more actions you'll use. Some blocks will result in multiple actions being used each time they're triggered. For example:
- Notifications - One action is used for each person notified
- Sending an email - One action is used for each email sent
-
Recurring tasks - One action is used each time the task is completed.
- For example: "Every time period, create an item." Each time an item is created, one action is used.
Exceeding your actions
When you approach your limit
If you are on track to exceed your action limit, the admin will receive an email warning when the actions used for the month are at X% of the total available actions.
When you exceed your limit
If your account reaches the point that all of your current month’s actions have been used, the account will be blocked from editing or adding new Workflow blocks, Automations, and monday apps.
In this situation, we recommend upgrading your account. To learn more about which plan is right for you, check out our Automation and Integration Pricing article.
If you have any questions, please reach out to our team right here. We’re available 24/7 and happy to help.