Workflows

Workflows define how tasks progress through different stages in your organization. Each workflow contains a set of statuses that represent the lifecycle of a task, from creation to completion.

Overview

The Workflows module allows you to:

• Create custom workflows for different teams and processes
• Define task statuses with progress indicators and colors
• Configure scheduling and optimization settings
• Set default values for tasks created within a workflow
• Link workflows to specific task types

Accessing Workflows

Navigate to Settings → Task Management → Workflows from the sidebar menu.

Workflows List

The workflows list displays all workflows configured for your organization.

Table Columns

Column	Description
Workflow Name	The name of the workflow. Click to open the edit panel.
Description	A brief description of the workflow’s purpose (truncated in list view).
Task Type	The associated task type, displayed as a colored badge with icon.
Team	The team this workflow belongs to.

Searching Workflows

Use the search field in the header to filter workflows by name or description.

Filtering Workflows

Click the Filter button to access advanced filtering options.

Filter	Options
Status	Active, Inactive
Team	Multi-select from available teams

Saved Views

Save frequently used filter combinations for quick access. Saved views appear in the dropdown menu next to the page title.

Viewing Workflow Details

Click on any workflow name in the list to open the detail panel. The workflow edit panel displays all configuration options organized into tabs.

Adding a New Workflow

1. Click the dropdown menu next to the page title
2. Select New Task Workflow
3. Complete the required fields in the General tab
4. Optionally configure Task Type, Status, and Scheduling tabs
5. Click Save Workflow

Tip

Start with the essential General settings and add statuses before configuring scheduling. Scheduling requires status assignments to function correctly.

Editing a Workflow

The workflow edit panel contains four tabs for configuring different aspects of the workflow.

General Tab

Configure basic workflow information.

Field	Required	Description
Workflow Name	Yes	A unique, descriptive name for the workflow.
Team	Yes	The team this workflow belongs to. Select from the dropdown.
Description	No	A detailed description of the workflow’s purpose and usage.

Task Type Tab

Associate a task type and configure default values for tasks created in this workflow.

Field	Required	Description
Task Type	No	The task type to associate with this workflow.
Default Title	No	Pre-filled title for new tasks (appears when task type is selected).
Default Description	No	Pre-filled description for new tasks.
Default Checklist	No	A list of checklist items automatically added to new tasks. Items can be reordered via drag-and-drop.

Note

Default Title, Description, and Checklist fields only appear when a task type with entity support is selected.

Status Tab

Define the statuses that tasks can progress through in this workflow.

Statuses are displayed in a sortable list. Each status shows:

• Progress icon with color indicator
• Status name
• Progress percentage badge
• Description (truncated)
• Final status badge (if applicable)

Managing Statuses:

1. Click Add Status to create a new status
2. Drag statuses to reorder them
3. Click on a status to edit its details

Status Edit Fields:

Field	Required	Description
Status Name	Yes	The display name for this status.
Description	No	A description of what this status represents.
Progress Level	Yes	Select an icon representing progress (0% to 100%). This determines the display order.
Color	No	A hex color for the status badge and icon.
Final Status	No	Toggle to mark this as a terminal status. Tasks in final statuses are considered complete.
Active	No	Toggle to enable or disable this status.

Scheduling Tab

Configure how tasks in this workflow interact with the scheduling system.

Field	Required	Description
Enable Scheduling	No	Toggle to allow tasks in this workflow to be scheduled.
Enable Optimization	No	Toggle to include tasks in route optimization. Only appears when scheduling is enabled.
Initial Status	No	The status assigned to newly created, unscheduled tasks.
Scheduled Status	No	The status assigned when a task is added to a schedule.
In Progress Status	No	The status assigned when work begins on a task.

Caution

Status assignments require statuses to be created in the Status tab first. Create your workflow statuses before configuring scheduling.

Workflow Relationships

Workflows connect multiple entities in the task management system.

                           ┌──────────────┐
                           │    Teams     │
                           └──────┬───────┘
                                  │ belongs to
                                  ▼
┌──────────────┐          ┌──────────────┐          ┌──────────────┐
│  Task Types  │◄─────────│   Workflow   │─────────►│   Statuses   │
└──────────────┘ linked   └──────────────┘ contains └──────────────┘
                                  │
                                  │ triggers
                                  ▼
                           ┌──────────────┐
                           │   Actions    │
                           │  (Webhooks)  │
                           └──────────────┘
                                  │
                                  ▼
┌─────────────────────────────────────────────────────────────────┐
│                            Tasks                                 │
│  - Created within workflow context                              │
│  - Progress through workflow statuses                           │
│  - Inherit task type defaults                                   │
│  - Trigger actions on status changes                            │
└─────────────────────────────────────────────────────────────────┘

Related Modules:

• Teams - Workflows are owned by teams
• Task Types - Workflows can link to task types for defaults
• Webhooks - Webhooks triggered by workflow events

Best Practices

Designing Status Progressions

Create statuses that represent meaningful milestones in your process. Use progress percentages to indicate how far through the workflow a task has progressed.

• 0%: Initial status (e.g., “New”, “Pending”)
• 25-75%: Intermediate statuses (e.g., “In Review”, “In Progress”)
• 100%: Final statuses (e.g., “Completed”, “Closed”)

Mark terminal statuses as “Final” to indicate tasks are complete and should not be reassigned.

Organizing Workflows by Team

Create separate workflows for different teams or processes. This allows each team to have customized status flows and defaults while maintaining organizational consistency.

Consider workflow scope:

• Team-specific: Unique process for one team
• Cross-functional: Shared workflow for collaborative work
• Template: Base workflow to clone for new teams

Configuring Scheduling Effectively

When enabling scheduling:

1. Create distinct statuses for each scheduling phase
2. Use descriptive names like “Awaiting Schedule” and “Scheduled”
3. Set the Initial Status to catch new, unscheduled tasks
4. Enable optimization only for tasks that benefit from route planning

Using Task Type Defaults

Leverage task type defaults to reduce manual data entry:

• Set default titles with placeholders for common task names
• Include standard checklists for recurring procedures
• Use default descriptions to capture required information

Troubleshooting

Workflow Not Appearing in Task Creation

Problem: A workflow doesn’t appear when creating new tasks.

Solutions:

• Verify the workflow is marked as Active
• Check that the workflow belongs to a team the user has access to
• Ensure at least one status exists in the workflow

Scheduling Not Working

Problem: Tasks are not being scheduled even with scheduling enabled.

Solutions:

• Confirm scheduling is enabled on the Scheduling tab
• Verify status assignments are configured correctly
• Check that the assigned statuses exist and are active
• Ensure tasks have the required fields for scheduling (location, time windows)

Status Order Not Saving

Problem: Reordered statuses revert to previous order.

Solutions:

• Wait for the save operation to complete before closing the panel
• Check for error messages in the notification area
• Refresh the page and try reordering again
• Verify you have permission to edit the workflow

Task Type Defaults Not Applied

Problem: New tasks don’t receive the configured default values.

Solutions:

• Confirm the task type is selected and saved in the workflow
• Verify the task is being created within the correct workflow context
• Check that default fields (title, description, checklist) are populated
• Ensure the task type supports the entity type for conditional fields