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Three settings decide whether a workflow accepts new work:
  1. Status is the master switch. Only an Active workflow accepts anything.
  2. Intake channels choose how work can arrive while the workflow is Active: the form and the API for request workflows; manual triggers, the API and a schedule for jobs.
  3. Listing and visibility choose who can find a request workflow’s form.

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Status

Set the status in the workflow’s Settings → General → Status. Status changes apply immediately; you don’t need to click Save. Requests and runs that already exist are not affected: a run that is already queued or running continues to completion. The Workflows list has All, Active, Paused and Archived tabs. All doesn’t include archived workflows.

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Who can change it

See Permissions for how roles are granted.

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Archive, restore and delete

These are under Settings → Destructive Actions.
  • Archive closes every intake channel and makes the settings read-only. Archived workflows don’t count toward your plan’s workflow limit.
  • Restore sets an archived workflow back to Active. You can also restore from the Archived tab of the Workflows list. Restoring fails if another workflow in the workspace now uses the same name: rename or archive that one first. A restored workflow counts toward the workflow limit again (see Plans and limits).
  • Delete permanently removes the workflow with its files, versions, requests, runs, logs and datasets. Type the workflow’s name to confirm. It can’t be undone. A repository the workflow reads from is not touched. Bentra refuses to delete a workflow while it has a queued or running run; cancel those first.
To stop a workflow but keep its history, archive it instead of deleting it.

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Intake channels

Intake channels only matter while the workflow is Active. Pausing is how you close a workflow; turning channels off is how you choose which doors are open.
The API tab also shows the submit endpoint and the form’s fields. See API tokens and the Requests API.
On a new workflow, the API and manual trigger channels are on and the schedule is off.
When your organization has used its plan’s runs for the month, new requests and runs are refused on every channel until the month resets. See Plans and limits.

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Listing and visibility

For a request workflow, Settings → Form Settings controls who can find and submit the form:
  • Listed in Forms section: shown in the Forms list. An unlisted form still works for anyone with its direct link. Use this to share a form with a few people without advertising it.
  • Show in request portal: lists the form in the organization’s request portal. See Request portal.
  • Workspaces: This workspace only, Selected workspaces or All workspaces in the org. With Selected workspaces, add each workspace under Visible In Workspaces with Viewer (can view and submit the form) or Editor (can also edit the workflow) access.
The workflow’s own Form tab is always available to its members while the workflow is Active, whatever these settings say. Turning the listing off hides the form from others while your team keeps working on it.

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Schedules

A job can run on a cron schedule. Bentra queues the run at each scheduled time and a runner in the job’s pool picks it up, like any other run.
1

Open Job Settings

Open the job and go to Settings → Job Settings.
2

Turn on Scheduled Runs

Turn on Scheduled Runs.
3

Enter a cron expression and timezone

Enter a standard 5-field Cron Expression, for example 0 9 * * 1-5 for weekdays at 9 AM, and pick a Timezone.
4

Save

Click Save. The settings page then shows the Next run time (in UTC) and when the schedule last fired.
How schedules behave:
  • At most every 5 minutes. A cron expression that fires more often is rejected.
  • No overlap. If the job still has a queued or running run when a slot comes up, that slot is skipped.
  • No backfill. Slots missed while the job was paused, or while its schedule was off, are not run later. The schedule continues from the next slot.
  • Paused and archived jobs don’t run on schedule. Resume the job and the schedule picks up at the next slot.
  • Plan limit. Each plan allows a number of enabled schedules across the organization. At the limit you can’t enable another until you turn one off. See Plans and limits.

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Where scheduled jobs show up

  • The workspace dashboard’s Scheduled jobs table lists every enabled schedule with its cron expression and timezone, the next run, the last run and its status. A paused job shows Paused instead of a next run.
  • Each scheduled run appears on the Runs page with Scheduled as its trigger. See Runs.
You can also set a schedule with the API: schedule in PATCH workflows/{id}/settings/ in the Workflows API.