Workflows

Draw a repeatable chain of tasks once, then trigger it whenever you need a fresh run.

A workflow lets you encode a repeatable process as a chain of tasks. You draw the chain once as a template, then trigger it whenever you need the process to run. Each trigger creates a run that spawns real tasks for the people involved.

Think of a template as the recipe and a run as one batch you actually cook.

Templates vs runs

The Workflows page in the sidebar has three tabs:

• Runs, every workflow run in the org, with an embedded read-only diagram and (for managers) Edit / Cancel actions.
• Templates, the reusable recipes. Each card shows the task count, how many runs it has produced, and Run / Edit / Duplicate / Archive / Delete actions.
• Recurring, schedules that auto-trigger a template on a cadence. See Recurring tasks and workflows.

How a template is built

A template is a small diagram of task nodes connected by arrows. Each node becomes a task when the run reaches it. An arrow from node A to node B means "B cannot start until A is approved".

Every node carries:

• A title and optional description.
• Allocated hours, the effort estimate used to project the run's timing.
• One or more default assignees.
• A priority (Low, Medium, High, Urgent).

The diagram has to be a valid chain with no loops. The editor flags any problem (a cycle, a node with no assignees, and so on) before you can save.

Creating or editing a template

1. Open Workflows and switch to the Templates tab.
2. Click New template (or Edit on an existing card).
3. Give the template a name and an optional description.
4. On the canvas, add task nodes, connect them with arrows, and set each node's title, allocated hours, assignees, and priority.
5. The footer shows a live Best / Worst duration estimate so you can sanity-check how long a run will take. Best assumes the run starts at the next workday; Worst assumes it starts right before the longest non-working stretch.
6. Click Create template (or Save).

Triggering a run

1. On the Templates tab, click Run on the template's card.
2. The trigger dialog opens with the template loaded into an editable canvas. You can tweak nodes, rewire arrows, change assignees, or skip nodes for this run only. These edits stay on the run and do not change the template.
3. Set Run when. Leave it as Now to start immediately, or pick a future date and time to schedule the run for later.
4. The footer shows a live Estimated total duration as you make changes, computed against each assignee's working hours and timezone. If the engine spots a scheduling problem, a conflicts banner appears (you can still proceed, conflicts are advisory).
5. Click Trigger.

A run that starts immediately moves straight to Running. A run scheduled for later sits as Scheduled until its start time arrives, then begins automatically.

How tasks spawn

A run does not create every task up front. It spawns tasks as the chain unlocks:

• Tasks with no incoming arrows (the entry points) spawn first.
• A downstream task spawns only once every task feeding into it has an approved submission.
• If a reviewer requests a revision instead of approving, the downstream tasks simply wait until an approved submission exists.

Spawned tasks behave like any other task: they appear on assignees' task lists, send notifications, and follow the normal submit / review flow. Their deadlines are calculated from each assignee's actual workload and working hours at spawn time.

Editing or cancelling a run

On the Runs tab, open a run to see its diagram with status-coloured nodes. If you have permission, you can:

• Edit a run that is Running or Scheduled. This changes that run's private snapshot only. Tasks that have already spawned keep their original details; newly added entry-point nodes spawn right away.
• Cancel a run. This stops any further tasks from spawning. Tasks already in flight are left alone for people to finish.

A run shows as Completed once every task in the chain is done.

Permissions you'll need

• Projects to see the Workflows page, templates, and runs.
• Manage Workflows to create, edit, archive, duplicate, or delete templates.
• Manage Projects to trigger a run, edit a run, cancel a run, or set up a recurring workflow.