Workflow Overview

Workflow allows users to enforce rules regarding the path a task must follow. It defines which users can move a task through various stages.

Workflow helps:

• Establish rules and quality control
• Set approvals and process reviews

Only project creators and those with "manage" access can change the workflow. Create project workflows in project settings, however, the kanban board is the only place to create a custom status for the workflow. Once created, custom statuses will be reflected in all project views.

Workflow Introduction Video

How to Access the Workflow Feature

In your project of choice, click on the project name to access the project menu. Click on "workflow & automation."

 

 

 

Click on "workflow & automation" where you'll see the below pop-up. All users can see this screen and view the current workflow. However, only the project creator and any member with “manage” access can change the workflow. All other project members have read-only access. 

 

 

Set Task Rules and Approvers

Workflows allow you to set certain task rules and specific approvers before a task can be moved to another column which is called status. Statuses are reflected on the custom workflow popup but you can view statuses in any project view. However, only the kanban board view allows you to edit or create new statuses.

For example, you may only want certain team members to move a task to “done,” and you may want other team members to approve the move from the previous status to “done.”

Set Your Rules

On the workflow popup, the default workflow can be edited as well as transition rules and task approvals.

Status: 

• By default, any user can move a task to any status. Click an existing status to rename it. These names correspond with the column headings in the board view.
• Click the add status button to create a new status and make it part of your custom workflow.

• Drag a status up or down in the list to change the order. The order in this screen (top to bottom) will determine the order of columns on the Board view (left-to-right), and the order of the statuses in the dropdown list in all other views.
• Use the start all new tasks here radio button to determine the default status for all new tasks.
• Statuses can be edited, or you can add new statuses to the workflow. The project creator and managers can define where tasks begin in the workflow and edit where tasks start.
• You can specify multiple rules for each status, allowing different users to have different permissions to suit your needs. For instance, when a task is in “to do,” you may allow anyone to move it to “doing,” but only a manager is allowed to move it directly to “done.”

Transition

• Use the transition column to define restrictions on those movements by individual user, project role or skills. Click the add transition button to build your own custom workflow rules.
• Who: You can select specific people, specific skills, or specific roles who are allowed to make this change. Or, you can allow anyone to make this change.
• Where: You can define which target status(es) are allowed transitions from this status.

Approval

• You may optionally define a required approval at any stage of the workflow.
• For any status, click the "not required" button to select an individual to approve a task when it enters this status.
• If approval is required, a task won't be moved to any other status until that approval has been granted.

 

How to Create a Custom Status on the Kanban Board

While you can view custom statuses in other views, the kanban board is the only project view where you can create a status. Only the project creator and those with "manage" access can edit or create statuses.

Navigate to the kanban board where you'll see the current workflow statuses. In this case, the statuses are to do, doing, pending approval and backlog. To change the status name, click on the three ellipses to rename it. You can also add a new status.

 

To see and change the status in other views, click on the view of choice and make sure the "status" column is checked. Below is the Gantt chart as an example. 

 

Publish the Workflow or Save As a Draft

To save the workflow, the workflow must be published. If you're unsure you want to publish a workflow; you can save it as a draft and publish it later.

Copying a Custom Workflow

Copy an existing workflow from one project to another so you don’t have to recreate it every time.

Once a project has been created, click the project name and select “workflow & automation” to open the workflow popup. Click "copy workflow from existing project" in the top right to open a pull-down list of projects in your account, and select one to copy the workflow from that project to the selected project. 

 

Workflow In Action

To move a task through your defined workflow, drag the task between columns in the board view. Or, use the status dropdown on the Gantt or the task data card to change the status of the task. Changes to the status dropdown will also move the task to its new column. Dragging a task between columns will also update the status dropdown in all other views.

Movement between columns is restricted according to the transitions you defined in the workflow & automation screen. If you attempt a move that isn't allowed, you'll be informed and the task will return to its previous status. Options in the status dropdown will be limited to those transitions which are allowed.

Required Approvers Automatically Notified

If approval is required at any stage of the workflow, the required approver will automatically be notified. Movement of the task to any other status is prohibited until that approval has been granted.

 

When the prescribed approver views the task, it indicates that their approval is required. Simply click the approve button to allow the task to continue through the workflow.

Non-approvers who are viewing the task have the option to request approval if it has not been granted. This sends a reminder to the required approver.

Watch our video below for more information on workflows.

Using Custom Workflows with Automation

Those with Business and Enterprise editions can also take advantage of automation. It uses simple "when" and "then" language to define triggers and actions. Those with the Business edition can implement up to 5 automation rules per workflow and Enterprise customers can implement up to 20 automation rules per workflow. Users can add automation rules to any custom workflow, ranging from simple to complex.