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Managing Workflows ​

The Workflows page is your command center for all optimization activity in Keystone AI SEO. It shows every workflow you've created — both product and article workflows — and gives you the tools to monitor their progress, control their execution, and clean up workflows you no longer need.

The Workflows Page ​

When you navigate to Workflows from the sidebar, you'll see two sections:

  • Product Optimization — all workflows targeting your Shopify products
  • Article Optimization — all workflows targeting your blog articles

Each section has its own table. Add Workflow creates another workflow in that section. An empty section shows Create product workflow or Create article workflow instead.

Understanding the Workflow Table ​

Each workflow in the table displays the following columns:

Name — The name you gave the workflow when you created it. Click on it or use the view icon to open the workflow details.

Start — The date and time the workflow is scheduled to run (or when it started, if already running or complete).

Completed at — The date and time the workflow finished processing. This column is empty for workflows that haven't run yet or are currently in progress.

Status — The current state of the workflow's execution. See the status guide below.

State — Whether the workflow is Enabled or Disabled. Enabled workflows will run on their schedule. Disabled workflows are paused and won't execute until re-enabled.

Trigger — How the workflow was created:

  • Automatic — created from the workflow form. This includes workflows that run once, repeat every 1–365 days, or still use the older monthly repeat. The schedule on the workflow, not this badge, decides whether it runs again.
  • Manual — an immediate run from the previous Run Workflow Now action. New workflows are not created this way.

Affected Resources — The number of products or articles included in the workflow.

Workflow Statuses Explained ​

Each workflow has a status that tells you where it is in its lifecycle.

Scheduled ​

The workflow is queued and waiting for its scheduled start time. Everything is set up correctly — it will run automatically when the time comes. No action needed from you.

Started ​

The workflow is actively running. Keystone's AI is processing your products or articles and generating optimized content. Depending on the number of items and fields selected, this can take anywhere from a few seconds to several minutes.

While a workflow is running, the affected products or articles are locked — they can't be added to another workflow until this one finishes.

Completed ​

All items in the workflow were successfully processed and optimized. Review the results in Product Optimization or Article Optimization, or in Version History on each item.

If the schedule is Every, Keystone creates the next run after this one finishes, using the same number of days. A Just once workflow stops here. An older workflow with no interval repeats in one calendar month. The next run is skipped if the store has reached the 3,000 optimization cap.

Stopped ​

The workflow was manually disabled or canceled before it could complete. This happens when you toggle the workflow's state to Disabled while it's running, or if you explicitly stop it.

Stopped workflows can be re-enabled to resume on their next scheduled cycle.

Failed ​

Something went wrong during optimization. This is uncommon, but can happen due to temporary issues with the AI service or unexpected data in your products or articles.

If a workflow fails, try re-enabling it or running it again. If the problem persists, contact Keystone support through the dashboard help banner or live chat.

Actions on Individual Workflows ​

Each workflow row has action icons on the right side.

Edit (pencil icon) ​

Opens the same form you used to create the workflow. You can change the name, the products or articles, the fields, and the schedule — including Just once, the day interval, and whether the next start is on save or on a later date.

A workflow with status Started cannot be edited until that run finishes.

Saving an edit does not spend an optimization. Usage is counted when a run executes.

View (eye icon) ​

Opens the workflow detail page, where you can see:

  • The workflow's name, status, state, and trigger type
  • The scheduled or completed timing
  • A full list of all products or articles included in the workflow, with thumbnails and titles

This is a read-only view — to make changes, you'd edit the workflow or manage items through other parts of the app.

Enable/Disable (toggle icon) ​

Toggles the workflow between Enabled and Disabled states.

  • Disabling a workflow pauses it. If it's scheduled to run in the future, it won't execute. If it's currently running, it will stop processing.
  • Enabling a disabled workflow reactivates it. It will resume on its next scheduled cycle.

This is useful when you want to temporarily pause a recurring workflow without deleting it — for example, during a store redesign or content overhaul.

Delete (trash icon) ​

Permanently removes the workflow. This action cannot be undone. The workflow disappears from your list, and its scheduled runs are canceled.

Deleting a workflow does not revert any changes it already made to your products or articles. Those changes remain in place (and are recorded in Version History if you need to undo them).

Bulk Actions ​

For managing multiple workflows at once, use the checkboxes on the left side of each row.

Select two or more workflows, and a bulk action bar appears with three options:

Bulk Enable ​

Enables all selected workflows. Useful for reactivating a set of paused workflows at once.

Bulk Disable ​

Disables all selected workflows. Useful for pausing everything during a major store update or seasonal transition.

Bulk Delete ​

Permanently removes all selected workflows. Use with caution — this cannot be undone.

Viewing Workflow Details ​

Click the view icon (eye) on any workflow to open its detail page. This page gives you a complete picture of the workflow:

Workflow information ​

  • Name — the workflow name
  • Status — current execution status (Scheduled, Started, Completed, etc.)
  • State — Enabled or Disabled
  • Trigger — Manual or Automatic, with timing details

Affected resources ​

A table lists every product or article included in the workflow. Each row shows:

  • A thumbnail image (product image or article featured image)
  • The item's title
  • Its optimization status within this workflow

This is the quickest way to see exactly which items a workflow touched and confirm that the right products or articles were included.

Common Questions ​

Can I edit a workflow after creating it? ​

Yes. Click the pencil icon. You can change the name, the included products or articles, the fields, and the schedule. You cannot edit a workflow while its status is Started.

What happens if I delete a workflow that already ran? ​

The optimized content stays on your products or articles — deleting the workflow doesn't revert the changes. If you want to undo specific changes, use Version History on the individual item.

Can I run a completed workflow again? ​

A workflow set to Every schedules the next run on its own after it completes. A workflow set to Just once does not. To run that selection again, edit the schedule or create a new workflow. Manual workflows from the older immediate-run action also do not repeat; create a new workflow if you want them to.

Why is a workflow stuck on "Started"? ​

Workflows processing a large number of items may take several minutes. If a workflow seems stuck for an extended period, try disabling and re-enabling it. If the issue persists, contact Keystone support.