Manage workflows

You can use workflows to automate the transition between defined activities for components that exist in a project and for participants that are assigned to the workflow. Users with permissions can start a workflow from a project and participants with an assigned task in the workflow can complete their workflow assignment from a project.

Required permissions

To create, view, update, and delete workflows you must either be an Administrator, the project Owner, or have the following permissions:

• Create, read, update, and delete permissions to the Projects module.
• For the Projects module, your user account must be listed under the following Property: can_initiate_assignment.
  • If you are an administrator, refer to Allow users to create project assignments and workflows.

To work with Review workflows, you also need:

To remove or update a workflow, the project must be active. If you cannot access an option in the steps, make sure the project is active. Follow the steps in: Make a completed project active.

After you create a workflow, you see more tracking details in the following ways:

• Notes. When you create a workflow you can enter a Description of the work that needs to be done over the course of the entire workflow and a Note to the user who is completing the first task.

  

  Each time a task in the workflow is completed, the user has the option to add a new Note to help guide the next user in completing their task.

  

  The user also has the ability to edit the Description. Unlike a Note, any changes to the Description overwrite the previous version.

  

  For any active workflow, you use the Options menu to see all Notes added during the workflow's progress.

  

• Status option. For any active workflow, you use the Options menu to see a visual representation of the workflow and its progress.

  

  You select View workflow status to open a read-only version of the template used to create the workflow.

  

  A new tab opens and displays the Activities and Transitions used in the workflow template.

  • Completed activities are shown with a green highlight.
  • The current activity is shown with a yellow highlight.
  • An overdue activity is shown with a red highlight.