What are Workflows? How to use them to help you start sessions and take action.

What are Workflows?

Workflows are simple rules that help you stay on track by nudging you to take action at the right moment.

They help with:

1. Getting started when you struggle to begin.
2. Building daily habits effortlessly.
3. Reminding you to focus when you forget.

Over time, certain tasks can feel like a chore, and we tend to put them off. Workflows automate that mental effort. Instead of debating whether to start a focus session, Otto prompts you at the right time—giving you a small push to stay consistent.

Why set up a Workflow?

1. Keeps you accountable.
2. Removes friction and makes it easier to start.
3. Helps you remember when you forget to focus.
4. Adds structure to your routine.

How does a Workflow work?

To set up a workflow, you need to define a simple rule:

1. Trigger site – The website where the workflow activates.
2. Trigger time period – The time window when it should activate.

When you visit the trigger site during the trigger time period, Otto will prompt you to start a focus session.

Example:

Let’s say you have a habit of visiting YouTube every morning before work. Once you're there, it's easy to get distracted, and before you know it, the morning is gone.

With Workflows, you can set YouTube as a trigger site with a trigger time period from 9 AM to 11 AM. Now, if you visit YouTube during this time, Otto will prompt you to start a focus session before you get distracted.

This works because it forces a decision. When prompted, you're more likely to take action—and small choices like this add up. Over a week or a month, this builds real progress.

How to Set Up a Workflow

Step 1: Open the Workflow Page

Go to: Otto Popup > Click the Block Icon > Workflow tab > Click "Create and Manage Workflows"

This will take you to the Workflows Page.

Step 2: Click "Create Workflow"

This opens a dialog box where you can configure your workflow rule.

Step 3: Configure the Rules

1. Set the trigger duration: Click the clock icon and choose a start and end time (e.g., 9 AM – 11 AM).

Note: The trigger period must be between 30 minutes and 2 hours.

2. Choose the trigger site: Enter the website URL (e.g., https://youtube.com).
3. Select the trigger days: By default, workflows run Monday to Friday, but you can customize this.

Once everything is set, click "Create this workflow" to activate it.

Frequently asked questions

1. What should I pick as my trigger site?

Choose a website you visit often during your selected time period. Avoid picking sites you rarely open. Social media, news websites, or other common distractions work best.

2. How many workflows can I create?

As many as you want, there’s no limit.

3. Is this available in the free version?

Yes, but the free version allows only one workflow. To create unlimited workflows, you'll need Otto Pro.

4. Can I turn workflows off?

Yes, you can disable workflows anytime from the settings using the toggle switch.

5. Can I skip a workflow if I don’t feel like working?

Absolutely. Your life, your rules. Workflows are there to guide you, not pressure you.

6. Watch out for conflicting workflow rules

Avoid setting multiple workflows for the same website during overlapping time periods. This can cause issues and may not work as expected.