Building Custom Workflows

Every project is unique, and the platform’s customizable workflows are designed to help you organize tasks, track progress, and complete projects efficiently.

This article will explain how to build custom workflows that fit your team’s needs, whether you’re managing a simple task list or a complex multi-step project.

Workflow Stages

Workflows are divided into stages that represent different phases of a project. For example, in a content production workflow, you might have stages like:

• To Do: Tasks that need to be started.
• In Progress: Tasks that are currently being worked on.
• Review: Tasks that are completed but pending review.
• Completed: Finished tasks that no longer require action.

Within the platform, you can customize these stages to reflect your unique process. For example, if you’re running a development project, you could add stages like "Testing" or "Deployment" to your workflow.

Automating Workflow Transitions

To reduce manual effort, you can set up rules that automatically move tasks from one stage to the next. For example, when a task is marked as complete, it can automatically move from "In Progress" to "Review". This ensures that tasks flow smoothly through your project without needing constant manual updates.

To set up these automations, navigate to the "Workflow Settings" and create transition rules based on task statuses, due dates, or completion triggers.

Assigning Roles and Responsibilities

Custom workflows allow you to assign specific team members to different stages. For example, you could designate one person as responsible for tasks in the "Review" stage and another for tasks in the "Testing" stage.

This ensures that tasks are reviewed and approved by the right people at the right time.

Best Practices for Custom Workflows

Keep Stages Clear:

Make sure each stage in your workflow is clearly defined and easy to understand. Overcomplicating workflows can slow progress rather than streamline it.

Automate Where Possible:

Use automation to move tasks between stages, send notifications, and assign tasks, reducing the need for manual tracking.

Adapt as Needed:

As projects evolve, so should your workflows. Regularly review and adjust your workflow stages to ensure they continue to reflect your team’s needs.

By building custom workflows, you’ll create a process that mirrors the unique needs of your team and projects, resulting in smoother, more efficient progress.