Workflows
What are workflows?
- Workflows define the template that work items will be created from
- They are highly customisable and can be fit to any business process
- They are particularly useful for business processes that involve multiple parties (both internally or externally)
- They consist of:
- Steps (groupings of tasks)
- Tasks (holds components, action buttons, and activities)
- Components (types of data input fields, e.g. a text or number field)
- Action buttons
- Activities (automations, e.g. invite someone to the next task in a work item and send them an email) are contained within the specific action button
- The default behaviour is that when one party completes a task and submits it to the next party the next party gets permission to edit the next task and so on
- To find out more about how to set up workflows please see the page on the knowledge base
- Note that all the work items follow the same structure
- This structure is defined in the workflow
To find out how to create your own workflow please see the relevant page on the knowledge base
Managing workflow settings
The manage workflow side panel is a panel dedicated to customise high level functionality of your workflows. It provides tools to change the workflow name and icon, edit permissions involving the workflow, and changing the appearance of the work card. Only workflow owners can manage workflow settings.
To enter the manage workflow side panel, go to the work tab in your ecosystem and find the workflow you want to manage. Click on the ellipsis:
From here, click Manage workflow, which opens up the Manage workflow side panel:
General details
The general details panel lets you change the workflow’s name and icon.
To change the workflow name, click on the name of the workflow and make the desired changes. To change the workflow icon, click on the current icon. This opens a popup which lets you select from a wide selection of emojis or colours and icons, or lets you upload your own image file. Exiting the manage workflow side panel updates the changes for all users.
Owners
The owners panel lets you view all current Workflow Owners and appoint new ones.
To appoint a new Workflow Owner, click on the textbox and enter the user’s email address. If they are a registered user within your ecosystem, their name and icon shows up in the dropdown from which you click on it to select them:
If they are not a registered user, the dropdown shows the option to add them and invite them:
Once you have selected a user, clicking the Invite button notifies that user via email and immediately add them to the list of workflow owners:
Click here for more information about what Workflow Owners are and what they can do.
Work card
Each time you create a new work item, it creates a new work card. These cards lie under their respective steps when opening a workflow and provide information about a work item that might be unique to that specific item.
The work card panel lets you modify what information any given work card displays within the selected workflow.
At the top of the panel is a preview work card which shows you what the work card currently looks like. The sets of one, two and three bars let you select to how many key values your work card will display. The Heading and Key Value 1-3 options let you select fields within the workflow from which the card will display information.
