Table of contents
- Introduction
- Benefits of setting up a Workflow
- When can workflows trigger?
- Picking a Trigger Website
- How is this useful? I don't get it.
- How workflows and Otto can help?
- Okay, What happens next?
- FAQ
Introduction
Requires version 1.0.30 or higher
Note: Workflows are free to use for all until beta ends for this feature.
Workflows are simple yet flexible rules that work with your schedule. Our routines—waking up, showering, eating, and getting to work—are usually fixed and follow a specific order, though they might change occasionally.
Otto’s workflows are designed to fit into these routines, whether they need to be rigid or flexible. Think of them as building blocks for your productivity. Once you set them up, you can forget about them.
The goal behind workflows is to prompt you to get into the flow of work or start at a specific time. It’s common to feel distracted or unmotivated, wishing for a push to get started. Workflows provide that push. They won’t fix everything at once, but they will help you take the first step and keep going.
- How to create a workflow on Otto for your flexible routine)
- Get into the flow: Break + Focus Mode (soon)
- How to build good workflows
Benefits of setting up a Workflow
- Workflows can help you keep yourself in check
- They remove the friction to start something
- They add structure to your somewhat disorganised routine
- They help you feel better about yourself
- You have goals, you need to accomplish them and you only need a push
When can workflows trigger?
Workflows are flexible, you can set them up for any time of the day you want.
See this guide on How to create a workflow
You can set them to
- Trigger on Monday and Wednesday from 9:45 AM to 10:30 AM
- Ignore weekends
- Only set them up in the morning every day at 10 AM to 11 AM
On and on. These are just some examples. But you can do a lot more. I don't know what your routine is so I'll leave that up to you.
See this guide on How to create a workflow
Note: Workflow duration must be between 30 minutes and 2 hours.
Picking a Trigger Website
Workflows trigger only on websites you select. When creating a workflow, you need to specify which website you want it to trigger on for the time period. When you go to that website during the time period, you will be asked if you want to start a focus session.
How is this useful? I don't get it.
Allow me to explain. As I said earlier in the article, our routines are usually fixed and rarely change. So you set up workflows to fit that routine. They give you structure and help you stay accountable.
I don't know you at all but let me make some assumptions about you. And I'll give you an example.
Example of a Workflow
You're name is Bob for a little bit. So Bob, you work from home, you have figured out your routine and you have a pretty nice flexible work routine as well.
- You wake at 8 AM, then you brush, shower, eat, and do all the other things people do
- At around 9:30 AM, you get to your computer. That's your daily routine.
- The first thing you do on your computer is get on YouTube. Just to catch up on some stuff.
- Most of the time you get sucked into watching something and then you don't feel like getting started on working on that project.
- You start procrastinating and then a couple of hours later, you start beating yourself up
How workflows and Otto can help?
- Since you work Monday to Friday, you create a workflow for those days. You get to your computer at 9:30 am but sometimes it could be early or late.
- So just to be safe, you select the start time as 9:15 AM and the end time as 9:45 AM.
- You set the trigger site as reddit.com and you're done.
Okay, What happens next?
Well, the next morning when you get to your computer at say 9:25 AM, the first thing you'll open is YouTube. And when you open Reddit, you will see Prompt.
You can do a couple of things now.
- You can start the focus timer right now
- You can take a break + focus mode to get into the flow (coming soon)
- You can skip the workflow for today.
- Focus Mode: Starts a Focus Pomodoro session (customisation coming soon)
- Break + Focus: To get into the flow of working, start a break session first and you'll be able to access all your blocked websites and when your ready you can switch to a Focus mode.
- Skip: Will skip the workflow for the day.
What you do is up to you. The goal of workflows is to help you reduce friction to get started on things that are important to you.
FAQ
How many workflows can you create?
Any number of workflows. Skys the limit.
Is this available on the free version?
Yes, on the free version, you can set up only 1 workflow. You'll have to buy the Otto Pro to set up unlimited workflows.
Can I turn them off?
Yes, just go to workflow settings and deactivate them using the switch-like button.
Can I skip them if I don't feel like working?
Yes, your life your rules. Don't feel pressured to stick to routines.
Watch out for: Conflicting workflow rules
Don't set multiple rules for the same time period for the same website. It may not work correctly. Ensure that they don't overlap.
