Start with a clear desktop
Before creating the workflow, close or hide what does not belong.
Give the workspace room to become intentional. Start from an empty desktop. Add back only what belongs.
Decide what truly belongs
A good workflow should feel light.
Do not add every possible future item. Add the apps, folders, files, and links you regularly need when this work begins.
For team work, choose the materials that anchor the project and the recurring tools you open before meetings or focused follow-up. Keep general admin, unrelated inboxes, and one-off documents outside the workflow.
- What do I always open for this work?
- What do I leave open because I do not want to find it again?
- What helps me start?
- What adds clutter?
- What can stay out until I actually need it?
Open the pieces intentionally
Once you know what belongs, open those pieces on purpose before creating the workflow.
Open the current plan, latest numbers, meeting notes, and collaboration surfaces that the team returns to repeatedly. Keep the workflow centered on this project instead of the full workday.
Example workflow: Quarterly planning workspace
A useful team workflow can gather the presentation surface, team conversation, and project tracking space.
Create the workflow
Name the workflow, choose an icon, then press Next.
Scan open apps
On the Select screen, press Scan Open Apps. ZenFlow lists what is currently running. Check the apps you want this workflow to open, then press Next.
Confirm app positions
On the Position screen, review where the selected apps are positioned. If the layout looks right, press Customize.
Customize what each app opens
On the Customize screen, use the app list and dropdowns to attach files, URLs, or script commands. When the workflow has what it needs, press Finish. How you connect the program to a file or web address depends on the type of program.
PowerPoint
On the Customize screen, open the PowerPoint row, choose Add Files, and select the project deck or planning presentation the team reviews or updates.
Specific click-by-click instructions and program screenshots will be added here.
Teams
Teams usually does not need extra customization here. Open Teams to the channel, chat, or meeting context before scanning, select Teams from the scanned app list, and let ZenFlow reopen it with the workflow.
Specific click-by-click instructions and program screenshots will be added here.
Project boards
If the browser extension is installed, open the project board tab before scanning so ZenFlow can capture it. Without the extension, open the browser row on the Customize screen, enter the project board address in Enter a URL, then press the checkmark.
Specific click-by-click instructions and program screenshots will be added here.
Use the workflow
Press Play when you are ready to return to this work.
ZenFlow opens the pieces you saved so the workspace feels familiar without making you rebuild it by hand.
Stop the workflow
Press Stop when the work is finished or paused.
ZenFlow closes what it opened with a soft close request, so you stay in control if something has unsaved work or needs your attention.
Keep it light
The best workflow is not the biggest one.
It is the one that makes returning to work feel easier.
Add more later if you keep reaching for the same thing. Leave things out if they make the workflow feel heavy.