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When to Create Workflows Manually

Manual workflow creation gives you complete control over every detail. Use this approach when:

No Existing Documentation

You’re creating a workflow for a process that isn’t documented yet

Simple Workflows

The workflow has only a few tasks and AI generation would be overkill

Unique Processes

The process is highly specific to your organization and wouldn’t match any template

Maximum Control

You want precise control over every task, dependency, and assignment

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Creating a Workflow Template

1

Navigate to Your Core Process

Open the Core Process (e.g., “Lead to Sale”) where you want to create a workflow.
2

Go to the 'Visual' Tab

Navigate to the Visual tab to see your process categories.
3

Click the 'Workflow' Button

Find the category bar (e.g., “Lanning Phase”) that this workflow will belong to. Click the “Workflow 🔗” button on that category bar.This opens the workflow template builder for that specific category.
4

Name Your Workflow

Enter a clear, descriptive name for your workflow template:
  • Good: “Employee Onboarding - Full-Time Employees”
  • Bad: “Onboarding” or “Workflow 1”
Add a description that explains when this workflow should be used.
5

Set Workflow Category

Assign the workflow to a category to help organize your template library:
  • HR & People
  • Operations
  • Finance
  • Acquisition
  • Custom categories
6

Add Tasks

Start adding tasks to your workflow (detailed in next section).
7

Define Task Order

Arrange tasks in the order they should appear in the workflow.
8

Set Task Dependencies

Define which tasks must be completed before others can start.
9

Configure Default Assignments

Assign tasks to roles or specific people.
10

Save Template

Click Save Template to add it to your template library.The template is now ready to use for creating workflow instances.

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Adding Tasks to Your Workflow

1

Click 'Add Task'

In the workflow builder, click the Add Task button.
2

Enter Task Name

Give the task a clear, action-oriented name:
  • Good: “Send offer letter to candidate”
  • Bad: “Offer letter” or “Step 3”
Use action verbs: Send, Review, Create, Schedule, Complete, Upload, Verify, etc.
3

Write Task Description

Provide detailed instructions for completing the task:Example:
Send the formal offer letter to the candidate via email.

Include:
- Salary and benefits summary
- Start date
- Reporting manager
- Link to employee handbook

Use the "Offer Letter Template" in the HR shared drive.
Write descriptions as if you’re explaining the task to someone doing it for the first time. Include what, why, and how.
4

Set Task Priority

Choose the priority level:
  • High: Critical tasks that must be done first or are time-sensitive
  • Medium: Important tasks with moderate urgency (default)
  • Low: Tasks that are helpful but not urgent
5

Add Estimated Duration

How long should this task take to complete?
  • 15 minutes
  • 1 hour
  • 2 days
  • 1 week
This helps with workflow timeline planning.
6

Assign to Role or Person

Who should complete this task?
  • Role: “HR Manager”, “Operations Lead”, “Finance Director”
  • Specific Person: “Sarah Chen”, “John Smith”
  • Department: “HR Team”, “Operations”
Using roles instead of specific people makes templates more flexible. You can override assignments when creating instances.
7

Specify Evidence Requirements

What evidence should be uploaded to prove task completion?
  • Screenshot of email sent
  • Signed document (PDF)
  • Completed form
  • Photo of setup
  • Confirmation number
Be specific about what evidence is needed.
8

Save Task

Click Save Task to add it to the workflow.Repeat this process to add all tasks to your workflow.

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Setting Task Order

Tasks appear in your workflow in the order you create them, but you can reorder them:

Drag and Drop

Click and drag tasks to reorder them in the list

Use Order Numbers

Manually set task numbers (1, 2, 3, etc.) to define order
Task order is different from dependencies. Order is how tasks appear in the list. Dependencies control when tasks can actually be started.

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Defining Task Dependencies

Dependencies control the workflow’s logic - which tasks must finish before others can start.
1

Select a Task

Click on the task you want to add dependencies to.
2

Click 'Add Dependency'

In the task detail panel, click Add Dependency.
3

Choose Dependent Tasks

Select which task(s) must be completed before this task can start:Example:
  • Task: “Schedule first day orientation”
  • Depends on: “Receive signed offer letter” AND “Create email account”
This task won’t become available until both dependencies are complete.
4

Set Dependency Type

Choose how dependencies work:
  • All Must Complete (AND): All selected tasks must finish
  • Any Can Complete (OR): Only one selected task must finish
Most workflows use “All Must Complete.”
5

Save Dependencies

Click Save to apply the dependencies to the task.

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Dependency Examples

Task 1: Send contract
  ↓
Task 2: Receive signed contract (depends on Task 1)
  ↓
Task 3: Process payment (depends on Task 2)
Each task depends on the one before it. Classic sequential workflow.
Task 1: Offer accepted
  ↓
Task 2: Order laptop (depends on Task 1)
Task 3: Create email account (depends on Task 1)
  ↓
Task 4: Send welcome email (depends on Tasks 2 & 3)
Tasks 2 and 3 can happen simultaneously after Task 1. Task 4 waits for both.
Task 1: Get approval from Director OR VP
Task 2A: Director approves
Task 2B: VP approves
  ↓
Task 3: Proceed with project (depends on 2A OR 2B)
Task 3 can start when either Task 2A or Task 2B completes. Useful for approval workflows.
Avoid circular dependencies! Task A can’t depend on Task B if Task B depends on Task A. The system will prevent you from creating these.

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Setting Default Assignments

Assign tasks to roles or people who typically handle them:

Role-Based (Recommended)

  • Flexible across team changes
  • Works for multiple instances
  • Example: “HR Manager”, “Operations Lead”

Person-Based

  • Used for very specific responsibilities
  • Must update if person changes roles
  • Example: “Sarah Chen”, “John Smith”
Use role-based assignments in templates. You can always override with specific people when creating a workflow instance.

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Workflow Template Settings

Configure additional template settings:
Control who can see and use this template:
  • Everyone: All users can create instances
  • Admins Only: Only admins can use this template
  • Specific Teams: Only certain departments or teams
Define when workflow instances should be automatically created:
  • When a new employee is hired
  • When a new acquisition begins
  • On specific dates (quarterly reviews, annual audits)
  • When certain conditions are met
Configure how users are notified about tasks:
  • Email notifications when tasks become available
  • Reminders before due dates
  • Alerts when workflows are blocked
Require manager approval before tasks are marked complete:
  • All tasks require approval
  • Only high-priority tasks
  • Specific critical tasks

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Testing Your Workflow

Before deploying a workflow template, test it:
1

Create a Test Instance

From the template, click Create Test Instance.
2

Assign to Yourself

Assign all tasks to yourself for testing.
3

Walk Through Each Task

Complete each task as if you were doing it for real:
  • Are instructions clear?
  • Do dependencies work correctly?
  • Can you complete tasks in the right order?
  • Are evidence requirements reasonable?
4

Check for Issues

Look for:
  • Confusing task descriptions
  • Missing dependencies
  • Tasks that should be combined or split
  • Incorrect assignments
5

Refine Template

Go back to the template and make improvements based on your test.
6

Test Again

Create another test instance and verify your changes fixed the issues.

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Best Practices

Create a basic workflow first with core tasks only. Add complexity (dependencies, detailed descriptions) after you’ve tested the basic flow.
Task names should be self-explanatory action items:
  • “Review financial statements for accuracy”
  • “Financial review”
Include enough information that someone unfamiliar with the process could complete the task:
  • What to do
  • Why it matters
  • How to do it
  • What resources are needed
  • What to deliver as evidence
Only create dependencies that are truly required. Over-depending tasks makes workflows inflexible and hard to manage.
Get input from people who actually do the work. They’ll know details you might miss.
When making significant changes, create a new version rather than editing the active template. This preserves historical workflows.

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Common Mistakes to Avoid

Too Many Dependencies: Creating dependencies for every single task makes the workflow rigid. Only depend tasks when truly necessary.
Vague Task Descriptions: “Complete onboarding” isn’t helpful. “Send new hire paperwork packet via DocuSign and confirm receipt” is clear and actionable.
Overly Granular Tasks: Breaking “Send email” into 10 micro-tasks creates busywork. Find the right balance of task granularity.
Forgetting Evidence: If you don’t specify evidence requirements, tasks will be marked complete without proof. Be explicit about what evidence is needed.

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Next Steps

Edit Workflow Templates

Learn how to modify and improve existing templates

Start a Workflow Instance

Create and run a workflow instance from your new template