Workflow limits

1. Each team with a paid plan can create up to 25 manual workflows. Teams on the Business plan or Zoho One Bundle subscription can create an additional 25 automatic workflows.
2. A workflow can contain a maximum of 20 states.
   
3. Each state can have up to 5 outgoing transitions.
4. A maximum of 5 actions can be configured per state or transition.
5. Each transition can include up to 10 performers.
6. The multi_email field supports a maximum of 20 email addresses.
7. Each workflow can create up to 5,000 instances per day.
   
8. A resource can be associated with only one workflow at a time.
   
   

Workflow visibility

1. The Waiting for my action section in Workflows tab only lists workflows related to resources within the user’s organization.
2. Workflows triggered from resources shared from outside the organization will not appear in this list. Users can access them through bell notifications or email notifications.
3. The workflow icon is not displayed in listings for resources shared from outside the organization.
   
   

Restrictions for external users

1. External users can view an active workflow for a file only if they are part of the upcoming transition.
2. Once the transition is completed, external users will no longer be able to view that workflow instance.
3. The Abort Workflow option is not available for external users, even if they have edit permission.
4. The View Blueprint option is restricted for external users.
5. External users cannot view past workflows associated with a resource.
   
   

Automatic abortion of workflows

1. If a workflow is triggered by a guest user (non-email user) and the next transition performer is the workflow initiator, the workflow will be aborted because the user is not recognized as a valid user.
2. If external sharing settings do not allow access for the next transition performers during execution.
3. If all transition performers complete their actions but the workflow stalls without progressing further.