Run your first workflow

A workflow is one piece of client work - 2026 tax return for Acme Co, say. It holds:

• threads - the email conversations for that work, each with its own subject and recipients
• todos - what needs doing, with due dates and assignees
• files - everything attached to emails in its threads
• details - its owner, due date, tags and notes, plus an AI-written summary

This guide walks through creating a workflow and sending its first email. You'll need a connected mailbox first.

Create a workflow

1. Go to Workflows and click New workflow. (You can also start one from My work.)
2. If your workspace has templates, choose Blank workflow or a template under Start from.
3. Enter a Title - an internal name your team will recognise - and, optionally, a Description.
4. Click Create.

You're taken to the new workflow, and you're its owner. The owner sees the workflow's replies and due date in their My work, so make sure each workflow has the right one.

Fill in the details

The Details section (on the left on a computer; on a phone, scroll down the workflow's overview) holds:

• Owner - who's responsible. Choose Unassigned only if nobody is; unowned workflows don't appear in anyone's My work.
• Due - when the work is due. It shows in the owner's My work, daily digest and calendar.
• Notes - the description, for whoever picks the workflow up.
• Tags - for grouping and filtering, such as #vat or #year-end. Only owners and admins can add or create tags.

To rename the workflow, click its title at the top of the page. On a phone, use ⋯ → Rename workflow.

Start a thread

Each thread is a separate email conversation with its own subject and recipients. A tax return might have one thread to collect documents and another to approve the final return.

1. Click New thread.
2. Enter the Subject clients will see - for example Your 2026 tax return: documents we need.
3. If your workspace has more than one mailbox, choose which one to Send from.
4. Click Create.

The thread starts empty - next, add who it's for and write the first message.

Add recipients

1. Click Reply on this thread… at the bottom of the conversation to open the reply box. It shows No recipients on this thread yet.
2. Click Edit to open Recipients, then Add recipient.
3. Search for a contact or teammate, or type a full email address and choose Add address.
4. Repeat for everyone who should receive this thread's emails.

Someone added by typing their address isn't saved as a contact. Click Add as contact next to their name to save them.

Recipients belong to the thread. When a client copies someone new into a reply, that person is added automatically - see New people on a reply. To remove someone, open Recipients and click × next to them. A thread always needs at least one recipient.

Write and send

Type your message in the reply box. Your email signature is already filled in underneath.

• Formatting: bold, italic, underline, bullet lists and numbered lists. Web addresses you type or paste become links.
• Attachments: click the paperclip and choose Upload from computer, or Attach from workflow files to re-send something already on the workflow. You can attach up to 10 files, 25 MB in total.

Click Send now. Your message waits for 20 seconds before it goes, showing a countdown and an Undo button. Undoing puts the text back in the reply box; re-attach any files before sending again.

The email goes out from the thread's mailbox, and its subject is the thread's subject. Clients see the mailbox's sender name if it has one, or otherwise your name and your workspace's name, for example Sam Patel (Patel & Co). Replies come back to the mailbox and are filed onto this thread automatically.

Schedule it for later

Click the arrow beside Send now, pick a date and time (at least 30 minutes ahead, in your own timezone) and click Schedule send.

The message shows as Scheduled. A thread can have one scheduled reply at a time: use Edit to change it or Cancel send to stop it. To send it straight away instead, cancel it and send it again.

Unfinished messages

What you type is saved as you go, so you can leave a thread and come back to it - but only in the browser you're using. It won't follow you to another computer or your phone.

When a template, schedule or AI assistant has prepared a message, it's waiting in the reply box under a notice that says who drafted it and that nothing has been sent. Review it and send it, or click Discard draft (which removes it for everyone).

On a thread that already has a sent message, the wand button - Draft a follow-up with AI - writes a follow-up based on the conversation and the workflow's open todos. It replaces anything you've typed, so use it on an empty reply box.

Track what you've sent

Each email you send shows a status:

Status	Meaning
Sending	In the 20-second undo window, or on its way
Queued	Waiting its turn to go
Sent	Accepted by your mail server
Scheduled	Waiting for its scheduled time
Couldn't send	It failed after several automatic attempts - hover over it for the reason

Sent means your mail server accepted the email, not that it reached the client's inbox. If an email bounces, the bounce arrives in your mailbox like any other email.

If a message couldn't send, check the mailbox under Settings → Email and the thread's recipients, then send the message again as a new reply.

Find your way around a workflow

On a computer, a workflow has three columns:

• Left - the details and the list of threads. A dot marks a thread with a new reply.
• Middle - the selected thread's conversation and reply box.
• Right - Todos, Summary and Files. The Details button at the top hides or shows this column.

On a tablet, the threads sit beside the conversation and Details opens the rest in a panel. On a phone, the workflow opens on an overview of everything; tap a thread to open the conversation, and swipe back to return.

• Todos - see Todos and AI suggestions.
• Summary - a short AI-written summary of where things stand, updated as emails come and go.
• Files - every attachment from the workflow's threads and comments, newest first. Click one to open or download it. Use the eye button to hide clutter such as signature logos; hiding a file hides it for everyone and can be undone.

Comments

Switch the reply box from Reply to Comment to leave an internal note on a thread. Comments are only visible to your team, and you can type @ to mention a teammate. See Your day in My work.

Archive a thread

When a conversation is finished but the workflow isn't, archive the thread to tidy it away: click the archive icon in the thread's header (on a phone, ⋯ → Archive thread). A toast lets you Undo.

Archived threads are hidden from lists and can't be replied to. Turn on Show archived in the thread list to see them, and click Restore on an archived thread to use it again. If new mail arrives on an archived thread, Mighty restores it for you. You can't archive a thread while a reply on it is scheduled.

Complete the workflow

When the work is done, click Mark complete at the top of the workflow. If it's no longer needed, use ⋯ → Cancel workflow instead. Either way, it leaves the default Open list on the Workflows page, its due date leaves everyone's My work, and its threads can't be replied to. Click Reopen to bring it back.

If a client replies after a workflow is closed, Mighty files the reply and reopens the workflow, so nothing gets missed.

Good to know

• Finding workflows. The Workflows page shows Open workflows by default. Use Filter to see completed or cancelled ones, or filter by owner, tag or company, and the sort menu to order by due date or title. Press ⌘K (Ctrl+K on Windows) to search across workflows, threads, files, contacts and more - emails are searched by subject.
• Sending limit. To protect your mailbox, each person can only email a limited number of recipients in a short period. If you hit it, Mighty tells you how long to wait.
• Workflows can't be deleted. Cancel ones you don't need.