# Workflow list, canvas, and version controls
Find an automation, edit its steps, understand Save and Create, and manage versions and data contracts.
Source: https://docs.rumata.dev/guides/controls-workflows
Reviewed: 2026-09-06
## Before you start
- Open the named screen in Rumata. Available controls may depend on your account, permissions, and resource state.
## Find and manage workflows
Open [System Explorer](https://docs.rumata.dev/guides/controls-preview#navigation) → [Workflows](https://docs.rumata.dev/guides/controls-workflows#list). A workflow is an automation made of connected steps.
| Control | What it does |
| --- | --- |
| Search workflows | Find workflows in the list. |
| All triggers / trigger filter | Limit the list to a particular way of starting a workflow. |
| Refresh workflows | Reload the list and its displayed measurements. |
| Grid view / Table view | Choose cards or a comparison table. |
| Sort column heading / Filter column | Order or narrow Name, Endpoint, Requests, Avg latency, Last latency, Last hit, Created at, and Updated at in table view. |
| Show affected / Show all | Limit the list to workflows needing attention from the overview, or restore the complete list. |
| Column filter operator / value / Clear filter | Choose a comparison and value for that column. [Clear filter](https://docs.rumata.dev/guides/controls-workflows#list) removes that condition; it does not change any workflow. |
| Workflow card / row | Open its graph editor. |
| New workflow | Start a workflow draft. It becomes a saved workflow when you choose Create. |
| Workflow actions → Edit details | Open the name and description form. [Save](https://docs.rumata.dev/guides/controls-workflows#list) applies this metadata without changing graph steps. |
| Workflow actions → Manage access | Open permissions for who can read, edit, or execute this workflow. |
| Workflow actions → Copy endpoint URL | Copy the HTTP endpoint when this workflow has one. |
| Workflow actions → Copy ID | Copy its identifier. |
| Workflow actions → Delete | Open confirmation. The final Delete permanently removes the workflow, all versions, and its run history. Cancel keeps it. |
## Editor toolbar and saving
Graph edits are local until you save. [Save](https://docs.rumata.dev/guides/controls-workflows#toolbar) publishes the graph as the current workflow version; it is not just a private draft save.
| Control | What it does |
| --- | --- |
| Back to workflows | Return to the workflow list. Resolve your unsaved work before leaving. |
| Workflow name | Edit the name in the graph draft. |
| Visual / JSON / Runs / Performance | Switch between the canvas, graph definition, [execution history](https://docs.rumata.dev/guides/system-explorer-workflows), and performance measurements. |
| Run | Open the test-run panel. The [Run workflow](https://docs.rumata.dev/guides/controls-workflow-runs#prepare) button inside that panel actually executes the saved workflow. |
| Create / Save | Validate and publish the current graph. The number of issues with required settings appears beside the action. |
| Review first item | Open the first step needing attention so you can complete its required settings. |
| Access | Manage permissions. [Save](https://docs.rumata.dev/guides/controls-workflows#toolbar) a new workflow first to enable this. |
| More actions | Open [Version history](https://docs.rumata.dev/guides/controls-workflows#versions), [API & schemas](https://docs.rumata.dev/guides/controls-workflows#api-schemas), [Groups](https://docs.rumata.dev/guides/controls-access#groups), [Copy workflow ID](https://docs.rumata.dev/guides/controls-access#groups), and [Discard changes](https://docs.rumata.dev/guides/controls-workflows#toolbar). |
| Discard changes | Open confirmation to restore the last saved graph, or clear an unsaved new graph. Keep editing cancels; the final [Discard changes](https://docs.rumata.dev/guides/controls-workflows#toolbar) loses the draft. |
## Visual canvas
A step is a node; a connecting line describes where data goes next. Changes here form part of the graph draft.
| Control | What it does |
| --- | --- |
| Add step / palette search | Open the step catalog and search its triggers, connectors, activities, AI, and control steps. |
| Step choice | Add the selected kind of step, then configure its fields. Selecting a connector first shows its available operations. |
| Step on the canvas | Select it and open the settings inspector. |
| Step Name / Close inspector | Give it a recognizable label or dismiss settings. Closing does not undo the draft edit. |
| Drag a step / drag a connection handle | Reposition a step or connect an output to another step’s input. |
| Connection / delete connection action | Select and remove a connection from the draft. |
| Delete this step | Remove the selected step from the draft. [Save](https://docs.rumata.dev/guides/controls-workflows#toolbar) is required to publish that removal. |
| Zoom in / zoom out / fit view / mini-map | Navigate the diagram without executing it. |
| Field help icon / Advanced disclosure | Read an explanation or reveal additional settings for the selected step. |
Reference capture from the separate Sabai Talk Thai application (September 8, 2026). Selecting a step opens its settings beside the graph. This lesson route loads its content through a saved query; no settings were changed for the capture.
## Graph JSON
This is the technical representation of the same steps and connections.
| Control | What it does |
| --- | --- |
| Graph definition editor | Edit the JSON text. Invalid JSON is reported in the editor. |
| Format | Reformat valid JSON for readability. |
| Apply to canvas | Load the edited definition into the graph draft. Review the canvas and [Save](https://docs.rumata.dev/guides/controls-workflows#toolbar) to publish it. |
## Version history
Open [More actions](https://docs.rumata.dev/guides/controls-workflows#toolbar) → [Version history](https://docs.rumata.dev/guides/controls-workflows#versions). Each saved graph version remains in history.
| Control | What it does |
| --- | --- |
| Refresh / Close | Reload the history or dismiss the panel. |
| Version row | Load that graph onto the canvas. The Current badge identifies the currently published version. |
| Rename version / name field | Give the version a label of up to 100 characters. |
| Save name / Enter | [Save](https://docs.rumata.dev/guides/controls-workflows#versions) the version label immediately without changing the immutable graph snapshot. |
| Cancel name / Escape | Discard the pending label edit. |
| Save while viewing an older version | Open restoration confirmation. [Restore version](https://docs.rumata.dev/guides/controls-workflows#versions) publishes the displayed graph as a new current version; Cancel keeps the current published version. |
## Workflow group membership
[More actions](https://docs.rumata.dev/guides/controls-workflows#toolbar) → [Groups](https://docs.rumata.dev/guides/controls-access#groups) controls what this workflow can access through group membership. Access controls who can access the workflow itself.
| Control | What it does |
| --- | --- |
| Refresh / Close | Reload memberships or dismiss the drawer. |
| Add to a group / group search / group choice | Find a group you own and add this workflow. Selecting the group applies the membership immediately; graph [Save](https://docs.rumata.dev/guides/controls-workflows#toolbar) is not required. |
| Create a new group / Group name / Description / Create & add | Create a group and immediately request this workflow’s membership. Creating the group and adding membership are separate operations; a membership error can leave the new group in place. |
| Back in group creation | Return to the existing-group picker without submitting the new-group form. |
| Member / Pending / Requested | Read whether membership is active or still waiting for approval. |
| Remove from group | Open confirmation. Remove immediately withdraws membership and its inherited access; Cancel keeps it. |
## API & schemas
This panel describes the published address and the expected input/output shape. A schema is a set of rules for the data callers send or receive.
| Control | What it does |
| --- | --- |
| Copy workflow endpoint | Copy the published URL. Check its method and any path parameters before calling it. |
| Open workflow endpoint | Open the published address in a new browser tab. A browser visit sends a GET request; if the route runs on GET, this can execute the workflow. |
| View raw JSON Schema | Expand the exact schema behind the readable field summary. |
| Edit schemas | Open the Input schema and [Output schema](https://docs.rumata.dev/guides/controls-workflows#api-schemas) text editors. |
| Input schema / Output schema | Edit the JSON rules for incoming and returned data. Leave an editor blank to remove that schema. |
| Remove beside a schema | Clear that schema in the pending edit. |
| Save schemas | Apply the schema changes immediately. These changes do not create a graph version. |
| Cancel schemas / Close panel | Leave without submitting the current schema edit. |
## Related guides
- [Workflows](https://docs.rumata.dev/guides/system-explorer-workflows)
- [Workflow trigger and schedule controls](https://docs.rumata.dev/guides/controls-workflow-triggers)
- [Workflow run and performance controls](https://docs.rumata.dev/guides/controls-workflow-runs)