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A workflow chains several task types into one process that runs in order. For example, a logistics process might use a Pickup task type, then a Delivery task type, then a Confirmation task type, each step with its own form and, if needed, its own field worker. A workflow is a reusable definition: it lists the steps, the task type of each step, who does it by default, what status a finished step counts as, and what values each step starts with.
The Workflow page has no permission of its own in Settings › Permission: every signed-in user can open it.
The Workflow page is not in the menu. Open it by its address: add /workflow/task-type/workflow to your web app address, for example https://<your web app>/workflow/task-type/workflow.
In this version of the web app you can define workflows, but not yet run them: Activities › Task › New creates single tasks and bulk tasks only, with no option to start a workflow. Tasks that earlier versions created from a workflow still show in the task list as ordinary tasks.

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When to use a workflow

  • Pickup → Delivery → Confirmation: different forms for the pickup runner, the delivery driver and the recipient’s confirmation.
  • Order fulfilment: packing, dispatch, final delivery and proof of delivery as separate stages.
  • Inspection or audit: an opening checklist, field measurements and a report, done by different roles.
  • Multi-stage approval: a submission, a supervisor review and a final approval, with data carried forward.
Use a single task type instead when the work fits in one form, even if it has several pages. Use a Subflow when one task type needs to create a smaller linked task from inside it. A workflow fits when each stage is its own task with its own form.

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Workflow list

Workflow list
  1. Search: find workflows by name.
  2. New: create a workflow.
  3. Task Type: the task types of the steps, in order. Long names are shortened; hover over one to see it in full.
  4. Steps: how many steps the workflow has.
  5. Action: the pencil edits the workflow and the bin deletes it.
The table has these columns:
  • No.: the row number.
  • Name: the workflow’s name.
  • Task Type: the task type of each step, joined by arrows in step order.
  • Steps: the number of steps.
  • Action: edit or delete the workflow.
When there are no workflows yet, the page says No workflow data.

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Create a workflow

Click New to open New Workflow.
New Workflow
  1. Name: the workflow’s name, such as Pickup to Delivery or Inspection and Report. Required.
  2. Manage Status: the statuses a step can be mapped to. See Manage statuses.
  3. Flow: the task type the field worker fills in for this step. Required. Search the list by name.
  4. Assignee: one or more users assigned by default to the task this step creates. Optional: leave it empty to pick the assignee when the work is created.
  5. Status: the status this step’s task counts as when the step is done, for example a custom Picked Up status for a pickup step. Required.
  6. Add Step: add another step under the last one. Hover over a step to show its bin, which removes it.
Steps run in the order they are listed: step 1, then step 2, and so on. To change the order, remove the step and add it again in the right place.

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Field Configuration

Once a step has a task type, Field Configuration appears under it. Click it to expand it. It lists one box for every field of that task type’s Initial page, and the value you type becomes the field’s starting value when the step’s task is created. Leave a box empty to start the field empty. A task type with no fields says This flow has no fields.

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Submit

  1. Check the name and every step.
  2. Fill in every field marked *. If something is missing, Submit shows how many fields need attention, with arrows to jump between them.
  3. Click Submit.
The workflow appears in the list straight away. Example: Pickup to Delivery

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Manage statuses

Each workflow starts with three default statuses, Unassigned, Ongoing and Done, which cannot be removed. Add your own for labels that fit your process, such as Picked Up, In Transit or Delivered.
Manage Status
  1. New status name: type the status and click Add, or press Enter. Keep it short so it stays readable in the step’s Status list.
Below it is the list of statuses. Default ones are marked default and cannot be removed; your own have a bin to remove them. Click Done to go back to the workflow. The statuses are saved with the workflow when you click Submit.

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Edit a workflow

Click the pencil on a workflow’s row to open Edit Workflow with its current values. You can change:
  • the Name,
  • each step’s Flow, Assignee, Status and Field Configuration,
  • the statuses, through Manage Status.
The number and order of steps cannot be changed after a workflow is created: Add Step and the step bins are not shown when editing. To use a different set of steps, create a new workflow.
Click Submit to save. Changes apply to work created from the workflow afterwards.

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Delete a workflow

Click the bin on a workflow’s row. The dialog Delete this workflow? says the workflow will be removed permanently and cannot be undone. Click Delete to confirm.
A workflow that is still used by existing tasks cannot be deleted; the app shows why. Deleted workflows cannot be restored, so re-create one by hand if you need it again.

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Frequently asked questions

How many steps can a workflow have? At least one. Every step needs a task type and a status. Can I assign several users to one step? Yes. Assignee takes one or more users. What if I leave Assignee empty? The step has no default assignee, and the assignee is picked when the work is created. Can I reorder steps? No. Remove the step and add it again in the right place while creating the workflow. After it is created, the steps are fixed. Can I rename a custom status? No. Remove it and add it again with the new name, then pick it again on every step that used it. Can I duplicate a workflow? There is no duplicate action. Create a new workflow and set up the same steps.