Getting Started with Workflow

3 minute(s)

Add the Workflow Column

• Navigate to the Column Center: Click on the “+” icon at the top of your board to open the Column Center. Alternatively, click the three dots on any column and click ‘Add column to the right’. The click ‘More columns’.

• Search and Add: Type “Workflow” in the search bar and select the Workflow column to add it to your board.

• Pro tip: Before setting up your Workflow, plan out exactly how you want the process to proceed so that every step is configured according to the master plan.

Customize Workflow Labels

There are two ways to create and customize the stages of your Workflow.

1. Create Workflow stages directly in the Workflow column
   • Access Column Settings: Click on the three-dot menu (⋮) on the Workflow column header.
   • Customize Status Labels: Select “Customize Status Column” to define the stages of your workflow.

2. Import Existing Labels

• To speed up your Workflow setup, you can import labels from existing status columns.
  • Click on a status label in the Workflow column.
  • Select “Edit Workflow.”

• Click “Import Columns” and choose the status column to import from. You can import both labels and column values.

• Default Gray Status: The initial (empty) gray status box serves as the starting point of your workflow. It’s recommended to rename it to something meaningful that will clearly kick off your workflow.
• Import Limitations: You can import up to 200 items at a time. To import more, repeat the process as needed.
• Label Colors: Imported labels may not retain their original colors. You can adjust them manually when the import is complete.

Access the “Edit Workflow” Interface

• Click on the Workflow column and select “Edit Workflow” to open the workflow editor.

• Note: Only board owners have access to edit the Workflow structure.

Design Your Workflow Structure

• Workflow Design Tab: Within the workflow editor, navigate to the “Workflow Design” tab
• Drag & Drop Labels: From the left panel, drag your labels onto the canvas.
• Connect Workflow Steps: Draw connectors between labels to define the flow of tasks. Make sure the first connector originates from the default gray status box.

Configure Step Permissions

Once the workflow is designed, you can customize every step of the process in the “Step Configuration” tab.

• Define Permissions
  • All Users: Any user with board access can change the status to move the workflow forward
    
  • Based on Person Column: Only users or teams specified in a particular person column can change the workflow status
    
  • Personal Permissions: Only selected individuals or teams can change the status

Set Required Columns for Each Step

• In the bottom “Required columns” section, specify which columns must be filled out before a status change is permitted.

Review and Finalize Your Workflow

• In the “Step Configuration” tab, review all of the permissions and required columns to make sure that every step of the workflow is set appropriately.

• Pro tip: Test the Workflow with a dummy project to make sure that every step is configured for best results.
• Pro tip: If automations are used in the workflow, make sure they don’t contradict the steps in the workflow, as improper automations can override Workflow settings such as required columns or required permissions.