How do I create a Workflow

What is Workflow?

Workflow is used to recreate the same set of tasks for actions or workflows that you perform in the same way regularly. Templates can be cross-departmental and add a level of automation to a set of actions that need to be completed. You can think of them of as a form that you fill out when you need to initiate a task or set of tasks that are repeated often.

How do I create a new Workflow?

1. Hover over Tasks in the Mega Menu, and select Workflow
2. From the Workflow admin page, scroll to the bottom and click +ADD TEMPLATE
3. In the Add New Template window:
   • Fill out the Template Name
   • Select a category for the template by clicking on the Template Category dropdown
     
     • If you do not choose a category, by default, the template will be placed in the Other category
   • Click SAVE
4. You will be directed to your new Workflow admin page where you can set up the following:
   
   • The Task assignee - This is the person or queue that the Task will be assigned to each time a team member generates a new task using the Workflow
   • The Project that the Task will be created in - Every time a Task is generated using the Workflow, the Task will live in this Project (optional)
     • Note: If you do not select a Project for the Workflow, team members will be required to select a project when filling out the Workflow form
   • Template Tokens -  Tokens define the fields that will be presented and the data that will be captured when a team member fills out a Workflow form
   • A Workflow introduction - This instructs team members on the purpose of the Workflow before they generate a Task
   • A Task Description - This instructs the Assignee of the Task on what they are required to do
   • Checklist items - Just like Checklists are used in Tasks, they can be used in Workflow to break up the Task and assign items to different team members
     • The Checklist items have Advanced Options, allowing you to set up rules for how the checklist items are displayed or assigned
   • Edit/Access controls - This allows you to give specific team members or groups permission to view, use or edit the Workflow
   • Task Attachments - Allows you to attach files to the Template, which will become available once the Task is generated

Getting started with building a Workflow

1. Select a Project for the Tasks generated from the Template, by clicking EDIT under Project:
   
   
2. Click into the --Select in Template Form-- field and start typing the name of a Project, then select from the list of results and click SAVE
   
   • Note: If you do not select a Project for the Workflow, team members will be required to select a project when filling out the Workflow form
3. To set a Task assignee default, click into the Assigned field and start typing the name of a person or queue and select from the results
   • Note: If you do not select an assignee, the Task will be assigned to the Project lead by default
4. Type in the Template Introduction box to instruct users on how/why they are filling out the form

Setting up Workflow form fields with Template Tokens