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What a connection is

A connection is the saved authentication that lets Workflow Machine access an external app on your behalf through the Connections page. Instead of re-entering credentials inside every workflow, you create a connection once and select it wherever a step needs that app.

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Why connections are separate from workflows

Connections are managed separately so they can be reused. That gives you a few important benefits:
  • you do not repeat authentication work in every workflow
  • you can update a connection without redesigning the workflow
  • several workflows can use the same connected account
This separation makes workflows easier to build and easier to maintain over time.

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What connections are used for

Connections are commonly needed when a workflow step:
  • reads data from an app
  • writes data to an app
  • creates records, messages, or documents
  • listens for app-native events
Examples include connecting Slack, Gmail, Notion, Google Sheets, Stripe, Outlook, Dropbox, or Telegram.

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What can go wrong with a connection

Even when a workflow is designed correctly, a step can still fail if the connection is not valid. Common causes:
  • the wrong account is connected
  • required permissions were not granted
  • a token expired
  • the step is pointing to a different connection than expected
When a workflow fails unexpectedly, checking the connection is often one of the fastest ways to narrow down the issue.

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Good connection hygiene

As you build more workflows, it helps to:
  • name connections clearly
  • reuse connections when appropriate
  • avoid duplicate connections unless separate accounts are needed
  • review old or broken connections periodically
Good connection management reduces confusion later, especially when more than one workflow depends on the same external app.

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How to think about connections

If a workflow is the process, the connection is the permission that lets the process act in another system. That is why connections are such an important concept even though they sit outside the workflow editor itself.