Workflow Template Library

Overview

The Workflow Template Library gives you a catalog of pre-built workflows you can use to get started quickly. You can browse, search, and filter templates by use case and integration, preview a template's actual workflow graph, and create a new workflow from any template with a single click — either from a dedicated Templates section or while creating a new workflow.

In this article, we'll be covering how to open the Template Library, browse and filter templates, create a workflow from one, and see which template a workflow came from afterward.

Open and browse the Template Library

There are two ways to open the Template Library — both take you to the same place.

From the Workflows section:

1. Navigate to Workflows in the left sidebar.
2. Click Templates.

While creating a new workflow:

1. Navigate to Workflows in the left sidebar.
2. Click New Workflow.
3. On the blank canvas, click Start from a template.

Either way, the Template Library opens showing a searchable grid of all templates you can use. Only templates your tenant can actually run are shown. On mobile, the search field takes the full width of the screen, with the filters on their own row below it.

To search for templates:

1. In the Template Library, type keywords into the search bar.
2. The template list filters in real time as you type.
3. Search matches template names. To narrow by use case or integration, use the filters below.
4. Clear the search field to return to the full list.

To filter by use case or integration:

Alongside search, you can narrow the list using two independent filters: Use Cases and Integration.

1. In the Template Library, select the Use Cases or Integration filter and choose one or more values.
2. The list narrows to templates matching your selections, shown as dismissible tags below the search bar.
3. Click Clear filters to reset both filters at once.

Your filter selections are remembered the next time you open the Template Library. Your search text is not.

Some templates are bundled with a specific integration and only become relevant once that integration is installed — these appear alongside general-purpose templates rather than in a separate list. The Integration filter only lists integrations already installed on your tenant, so templates tied to an integration you haven't installed yet won't appear in the library.

To preview a template:

1. Click a template card to open its page.
2. Review its name, description, use cases, integration, owner, and a read-only preview of its actual workflow graph.

The graph preview is read-only — you can't click into or edit nodes from the preview.

A template's page has its own shareable link. Going back from it returns you to the library with your filters still applied.

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. From the template's page, review the description, metadata, and graph preview to confirm it matches your needs.
2. Click Create from template.
3. Check the workflow name, which is pre-filled from the template's name, and create the workflow.
4. The workflow opens in the builder with the template's nodes and configuration already applied on the canvas.
5. Review the workflow and customize any tenant-specific configuration (such as variables, secrets, or integration settings).
6. 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.

Creating a workflow from a template requires the same permission as creating any other workflow. Without it, the Create from template button doesn't appear.

If you open the library from a blank canvas with Start from a template, the button is Apply template instead. It applies the template to the workflow you're already building rather than starting a new one.

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. The Created from template field shows the template's name. Select it to open the template's page in the Template Library.

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.