Start instances

When you've built your workflow with the editor, your team can run it as an instance. There can be multiple instances of the same workflow.

You can start instances manually or automatically, by, for example, triggering a workflow on completion of another workflow.

You can define how you start a workflow instance when you build your workflow.

Start instances manually

You can start an instance by clicking the play icon on the workflow.


You can start multiple instances at once.

Start recurring instances

You can automatically start instances in intervals and configure the recurrence. You set up the starting date and the recurrence, and you're good to go.

How do I know a workflow is recurring?

Each recurring workflow is marked with an icon. If you hover over it, you can see when the next workflow instance is started

Start instances by email

Automatically start an instance when an email is sent or forwarded to a dedicated workflow email address. To activate the email address for your workflow, contact our Support team.

Start instances with API

You can start an instance by making a call to the Create endpoint. For details, see API reference.


Tip: Make sure you have your API-Key at hand to authenticate your request.

Start instances from an imported file

Start multiple instances with a CSV, XLS, or XLSX file import. To import a file, contact our Support team. Note that import batches are billed per instance.

As part of the workflow, we map the values from the CSV to Next Matter instance values such as tags or instance name, add headers to the file and launch the instance.

Start instances with an external link

Allow anyone with a dedicated workflow portal link to start an instance of a workflow. No Next Matter account is required.

Learn how to do it
  1. Click your workflow to open the overview.
  2. Select External Portal.
  3. Select Create portal from first step.
  1. Copy the link and send it to the person who should start the workflow. Alternatively, you can generate a QR code to share.

The person who receives the link opens it in a browser when they are asked to complete the first step of the workflow. When they click complete, the workflow is set in motion.

Start instances with a webhook

Set up the workflow instance to start only when an event happens (for example someone creates a Zendesk ticket).

Learn more

Start instances of a process with another workflow

You can configure one workflow to start another workflow on completion of the first one. For details, see Start a follow-up workflow.