Documentation

Build procedures with AI assistance, refine them into precise models, and execute repeatable cases. This guide walks through the core components of Vynflow, the workflow from intent to execution, and how to structure operational data for long-term intelligence.

Contexts

Contexts are the knowledge foundation. Describe a procedure to the AI Assistant and it will generate structured instructions that represent how work should be done. You can then refine the context, edit instructions, add clarity, or create a context manually from scratch.

How to create a context

  • Open the Contexts List and select New Context.
  • Use the AI Assistant to explain your process or write instructions manually.
  • Review and refine the generated instructions for accuracy and compliance.

Operational behavior

  • Contexts can be searched and paginated as your library grows.
  • Archive or unarchive contexts to control visibility without deleting data.
  • Print or share context instructions for onboarding and audits.
Contexts are the cognitive layer—everything else builds on this foundation.

Case Models

Case Models are executable blueprints. They translate context knowledge into precise steps, field requirements, and dependencies. Use AI to generate a first draft or define each step manually for full control over sequence and data validation.

Create and refine

  • Generate with AI from the Case Models List to accelerate initial setup.
  • Define steps, required fields, optional fields, and validation rules.
  • Set dependencies between steps to enforce correct order and compliance.

Model lifecycle

  • Iterate on models as procedures evolve and new requirements emerge.
  • Archive models to preserve historical workflows without deleting them.
  • Use the model view to validate completeness before launching cases.
A Case Model is the system of record for how a procedure must run.

Cases

Cases are live executions of a Case Model. A case can run end-to-end in seconds with the AI, be completed manually, or follow a hybrid approach where AI fills parts and humans validate. Every case produces a complete audit trail of actions, inputs, and outcomes.

Running a case

  • Create a new case from the Cases List and select a Case Model.
  • Follow steps in order with required fields enforced at each stage.
  • Open context instructions to ensure the execution matches the intended process.

Hybrid execution

  • AI can suggest values, complete fields, or accelerate repetitive steps.
  • Humans can override, validate, or add attachments and notes.
  • Every change is tracked, enabling traceability and compliance reporting.
Cases are where the procedure becomes action and measurable outcomes.

User Tables

User Tables are your persistent memory layer. Create custom tables with unlimited rows and flexible columns. During a case, you can fetch, add, or update records—making data part of the workflow itself. Outside of cases, you can manage tables manually for structured storage.

Core capabilities

  • Create tables from the User Tables page and add columns of any type.
  • Populate rows manually or update them programmatically within a case.
  • Search, filter, and relate rows to build a living data map.

Why it matters

  • Maintain institutional memory for recurring processes.
  • Enable AI to reference historical data when executing cases.
  • Support dashboards and insights with reliable structured data.
User Tables turn temporary data into long-term organizational memory.

Insights

Insights combine a Data Analyst and Visualization Engineer into one AI service. Provide a prompt and the system recommends charts that reveal patterns across cases, user tables, and operational activity. Insights are designed to make complex systems measurable and understandable at a glance.

Using the Insights wizard

  • Name the insight and write a clear prompt describing the question you want answered.
  • Generate recommendations and select the most relevant visualization types.
  • Refine prompts to improve relevance and precision of the results.

Outputs you can expect

  • Bar, line, and Pareto charts to reveal distribution and bottlenecks.
  • Trend analysis to identify performance changes over time.
  • Actionable summaries for operational decision-making.
Insights reveal trends, bottlenecks, and hidden performance signals.

Integrations

Every system needs I/O. Integrations connect Vynflow with external services so data can flow in and out. Active integrations can trigger cases, enrich workflows, or push results to other tools.

Manage integrations

  • Create new integrations from the Integrations page.
  • Track status, type, and last triggered sync events.
  • Delete or disable connections that are no longer required.

Common uses

  • Trigger cases from external events or incoming data.
  • Push results to CRMs, ERPs, or analytics systems.
  • Keep operational workflows connected end-to-end.
Integrations make Vynflow the orchestrator of your wider system stack.

IAM

Identity and Access Management (IAM) controls roles and permissions inside your domain. Assign roles to users and service accounts, manage privileges, and secure operational access to sensitive workflows and data.

Role management

  • Manage user roles directly in the IAM view.
  • Assign roles through the role selection modal.
  • Review existing roles before removing critical permissions.

Best practices

  • Limit high-privilege roles to trusted administrators.
  • Use service accounts for integrations and automated workflows.
  • Regularly review access for compliance and security.
IAM ensures the right people have the right access at the right time.