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 writing work, choose the materials that help you re-enter the piece. Keep the current draft close, keep sources contained, and leave out anything that turns a writing session into another open-ended search.
- 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 draft, outline, next-step notes, and only the sources that support the current piece. Let the saved workspace point back to writing, not back to wandering.
Example workflow: Newsletter draft
A focused writing workflow can keep the draft, notes, and source material close without reopening every trail by hand.
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.
Word
On the Customize screen, open the Word row, choose Add Files, and select the active draft. Pick the document that should reopen when this writing workflow starts.
Specific click-by-click instructions and program screenshots will be added here.
OneNote
Open OneNote to the notebook, section, or page that belongs to the draft before scanning. If you use a local OneNote file, attach it from the OneNote row with Add Files.
Specific click-by-click instructions and program screenshots will be added here.
Research notes
Attach only the research notes that support this draft. On the Customize screen, choose the app that opens those notes, select Add Files, and pick the note file or research document.
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.