Using Workflow Templates from the Library

Overview

The Workflow Template Library gives you a catalog of pre-built workflows you can use to get started quickly. Instead of building every workflow from scratch, you can browse templates by use case, search by keyword, and create a new workflow from any template with a single click.

In this article, we'll be covering how to browse and search templates, how to use a template to create a new workflow, and what happens after you create a workflow from a template.

Find and preview templates

The Template Library is available when creating a new workflow. Instead of starting with a blank canvas, you can browse pre-built templates organized by use case. The left panel shows all available templates with their name, description, and use case tags. The right panel displays full details when you select a template.

To browse all templates:

1. Navigate to Workflows in the left sidebar.
2. Click New Workflow.
3. On the blank canvas, click Start from a template.
4. The Template Library modal opens showing all published templates.
5. Click any template in the left panel to preview its details in the right panel.

To search for templates:

1. In the Template Library modal, type keywords into the search bar at the top of the left panel.
2. The template list filters in real time as you type.
3. Search matches template name, description, and use cases.
4. Click the X button or clear the search field to return to the full list.

If no templates match your search, you'll see "No templates match your search." displayed in the left panel.

To filter by use case:

Templates are tagged with use cases like Billing, AI, Communications, or Network. These tags help you find templates relevant to your work. For example, if you're interested in billing automation, clicking the Billing use case will show all billing-related templates. Some templates may appear under multiple use cases if they combine functionality (e.g., a template that uses AI for billing analysis might appear under both AI and Billing).

1. In the Template Library modal, look for use case tags displayed on each template in the left panel.
2. Click any use case tag to filter the list to show only templates with that use case.
3. Click "Clear" in the filter to remove applied filters.

Create a workflow from a template

Once you've found a template that fits your needs, you can create a new workflow from it. The workflow will be pre-built with all nodes, connections, and configuration ready to use. 

1. Create a new workflow
2. Select "Start from a template" on the workflow canvas
3. Browse or search for a template in the Template Library modal.
4. Click the template to preview its details in the right panel.
5. Review the template description and use cases to confirm it matches your needs.
6. Click Apply.
7. The workflow opens in the builder with the template's nodes and configuration pre-loaded.
8. Review the workflow and customize any tenant-specific configuration (such as variables, secrets, or integration settings).
9. Save as a draft or click Publish when ready to make the workflow live.

Templates are designed to be ready to use out of the box, but some may require customization for your specific environment. Check output mappers and error handlers for any instructions or placeholders that need to be updated with your tenant-specific values.

Creating a workflow from a template makes a full copy. Changes to the original template do not affect workflows you've already created from it.

What happens after you create from a template

When you create a workflow from a template, gaiia creates a new workflow in your workflows list with the template's complete configuration copied over. This includes:

• All nodes and their connections
• Node input configurations
• Output mappers and error handlers
• The trigger type and trigger configuration

The new workflow is yours to edit without affecting the original template. You can add nodes, remove nodes, change configurations, or delete the workflow entirely. The template remains available in the Template Library for future use.

See which template a workflow came from

Once you've created a workflow from a template, you can see which template it was based on in the workflow details panel.

This information helps you:

• Track which workflows were created from templates versus built from scratch
• Understand the original intent and design of a workflow you're reviewing
• Find similar workflows by identifying ones created from the same template

Only workflows created from templates will display template information. Workflows built from scratch or created before template tracking was added will not show a template source.