Each workflow in Krom Automation has a small set of settings that control how it behaves, when it runs, and how you manage it over time. This page covers all of them.

Active and Paused status #

Every workflow is either Active or Paused.

An Active workflow runs every time its trigger fires (subject to the run control setting below). A Paused workflow does nothing, even if the trigger fires. The pause is immediate: toggle a workflow to Paused and it stops responding to new events straight away.

Use Paused status when you need to temporarily disable a workflow without deleting it. Common reasons: you’re editing the workflow and don’t want it to fire mid-edit, you’re troubleshooting an issue, or you’re taking the site through a major update.

You can toggle the status from the Workflows list page without opening the canvas editor.

Run control #

Run control determines how many times a workflow can run for the same entity.

Setting	What it does
Run once per entity	The workflow runs at most one time per user, post, or order. If the trigger fires again for the same entity, Krom Automation skips the execution silently.
Run every time	The workflow runs every time the trigger fires, with no limit.

The entity is whatever the trigger is attached to. For user triggers, the entity is the user ID. For post triggers, it’s the post ID. For WooCommerce order triggers, it’s the order ID.

When to use Run once per entity: Welcome emails, onboarding sequences, account provisioning, first-purchase rewards, and any automation where running twice would cause a problem or a duplicate.

When to use Run every time: Admin notifications, logging, comment moderation, and any automation where each new event is genuinely a distinct occurrence that deserves its own response.

Workflow notes #

Each workflow has a notes field for internal documentation.

You can use it to record why the workflow was built, what it’s connected to, when it was last changed, or any instructions for the next person who edits it. Notes are visible only in the admin and never shown to users.

Access the notes field from the workflow settings panel inside the canvas editor.

Import and export #

Workflows can be exported as JSON files and imported on any WordPress site running Krom Automation.

To export a workflow: Open it on the canvas and use the Export option from the workflow settings. Krom Automation downloads a JSON file containing the workflow’s complete configuration: trigger, actions, conditions, delays, and settings.

To import a workflow: Go to Krom Automation > Workflows and use the Import option. Select a previously exported JSON file and Krom Automation recreates the workflow exactly as it was. The workflow imports in Paused status so you can review and adjust it before activating.

What import/export is useful for:

• Moving a workflow from a staging site to a production site without rebuilding it
• Sharing a workflow configuration with another person or team
• Backing up workflow configurations before making significant changes
• Installing workflow templates distributed outside the built-in Template Library

Workflow naming #

Give each workflow a clear, descriptive name that explains what it does and when it runs.

Good examples: Welcome Email — New User Registration, Order Follow-Up — 3 Days After Completion, AI Auto-Tag — Post Published.

Avoid names like Workflow 1 or Test. When you have 20 or more workflows, vague names make the Workflows list page much harder to use.

Names are visible only in the admin. They don’t appear anywhere on the front end.

Deleting a workflow #

Deleting a workflow removes it permanently. It does not affect executions that have already run. Existing logs and analytics records for that workflow remain in the database until the log retention period clears them.

If you want to stop a workflow without losing it, use Pause instead of Delete.

Frequently asked questions #

Does pausing a workflow cancel delayed jobs that are already scheduled?

No. If a workflow fires and schedules a delayed job, then you pause the workflow, the job will still run at the scheduled time. To prevent a specific delayed execution from running, you’d need to locate it in the Action Scheduler queue (Tools > Scheduled Actions if you have WP Crontrol or a similar plugin installed) and cancel it manually.

Can I duplicate a workflow?

Yes. The Workflows list page includes a Duplicate option. This creates a copy of the workflow in Paused status with the same trigger, actions, and settings.

Is there a limit on how many workflows I can have?

No. You can create as many workflows as your site needs. Both free and Pro have no workflow count limit.

Can I export all my workflows at once?

The current export function works per workflow. Export each one individually if you need a full backup.