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 research work, choose the sources you actually return to and the place where the research becomes something. If a tab or PDF does not support the current question, leave it out until it earns a place.
- 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 active notes, key sources, saved searches, and synthesis document for one question. The workflow should make the next thought easier to find.
Example workflow: Market research brief
A useful research workflow can keep source reading, structured data, and synthesis notes in one intentional workspace.
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.
Acrobat
On the Customize screen, open the Acrobat row, choose Add Files, and select the PDF, report, or source document that anchors the research session.
Specific click-by-click instructions and program screenshots will be added here.
Excel
Open the Excel row, choose Add Files, and select the workbook where data, comparisons, quotes, or extracted findings are being organized.
Specific click-by-click instructions and program screenshots will be added here.
Obsidian
Open Obsidian to the vault or note for this research question before scanning. On Customize, attach the vault, note, or local file that should reopen with the workflow.
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.