Workflows & task types
This guide will help you configure workflows and task types so you can flexibly manage the logic of custom tasks.
To access workflow and task type setup, you need an Enterprise plan.
How to create a workflow?
A workflow defines the path a task takes from creation to completion.
To create a workflow:
Go to Settings > Task Manager Settings.
Open the Workflows tab.
Click Add Workflow.
Enter a name and description.
Click Save and Continue to start building the workflow scheme.
After saving, you’ll be taken to the workflow builder interface.
How to configure a workflow scheme?
The workflow scheme appears in the workspace. The sidebar is used to configure selected elements.
The workspace includes:
Start – the initial point (cannot be edited or deleted).
Status – task statuses. Default types: To do, In progress, Done (editable names).
Screen – forms used when changing a task’s status.
Transitions – connections between statuses that define allowed progress paths.
Adding and connecting elements
New elements are created by clicking nodes on the edge of a Status element. By default, a new Screen and Status are added, linked with a transition.
To connect existing elements, click and drag from one Status node to another. The direction depends on the source Status.
You can move Status elements with drag-and-drop; all links are preserved. Use zoom and lock buttons for easier navigation.
To delete a Status, click it and press Delete or Backspace. All linked Screens and Transitions are also deleted. Default elements cannot be removed.
Workflow validation rules
A workflow is completed if:
It includes at least one Done status.
All transitions end in a Done status.
All custom fields are used in at least one Screen.
You can always pause editing the workflow diagram and return to it later. Please pay attention that only completed workflows can be used when creating a task manager.
How to configure a Screen element?
A Screen represents the form shown when changing a task’s status.
When selected, the sidebar switches to editing mode. By default, a Screen contains:
Screen name field
Add New Field button
Add Custom Field button
Default fields:
Status
Priority
Summary
Description
Task type
Assignee
Reporter
Due date
Add asset
Default fields cannot be changed and appear in every Screen.
Adding fields
Add New Field – create a new fully customizable field (choose type, set validation, save).
Add Custom Field – reuse an already created custom field.
All custom fields are automatically available for all Screens and Statuses.
The list of fields is shown in a table with:
Field – name, type, validation rules (if applied).
Visible – checkbox to display the field in the task manager form.
Editable – checkbox to make the field editable.
How to configure a Status element?
A Status represents the form shown when editing a task.
When selected, the sidebar shows:
Status name field
Status type field (3 options: To do, In progress, Done)
Transitions block (list of transitions connected to this Status)
List of custom fields (if added via Screens), each with an Editable checkbox
Default fields included in every Status:
Status
Priority
Summary
Description
Task type
Assignee
Reporter
Due date
Add asset
Default fields cannot be removed.
How to link a workflow to a task type?
For a workflow to appear in tasks, you must link it to a task type:
Go to Settings > Task Manager Settings > Task Types.
Click Add Task Type.
Enter a unique name.
Select a previously created (complete) workflow.
Click Save.
The new task type will appear in the dropdown list of task managers when opening the TASK MANAGER tab on the top panel.
Editing existing workflows
At any time, if necessary, you can make changes to the workflow, even if it is tied to a task manager with active tasks. When making changes, keep in mind that when you delete a certain status, you will need to select a new status to which all active tasks will be transferred.
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