What is a Workflow?
A workflow is a series of tasks that must be completed in a specific order to accomplish a business process. Think of it like a recipe: each step builds on the previous one to create the final result.The Workflow Lifecycle
1
Template Created
An admin creates a workflow template with all the tasks, dependencies, and assignments defined.
2
Instance Generated
When work needs to be done, an instance is created from the template. This could be triggered by:
- A business acquisition starting
- An employee joining
- A quarterly review cycle
- Manual creation by an admin
3
Tasks Become Available
Tasks with no dependencies become available immediately. Team members can see and start working on them.
4
Work Progresses
As tasks are completed, dependent tasks unlock and become available. The workflow moves forward step by step.
5
Workflow Completes
When all tasks are marked complete, the workflow automatically moves to “Completed” state.
6
Historical Record
The completed workflow remains in the system as a historical record, including all evidence and timestamps.
Understanding Task Dependencies
Task dependencies control the order in which work gets done. A task can’t start until its dependent tasks are finished.Dependency Example: Employee Onboarding
When Task 2 is completed, both Task 3 and Task 4 become available at the same time because they both depend only on Task 2.
Task Assignments
Tasks can be assigned in several ways:Role-Based Assignment
Task assigned to a role like “HR Manager” or “Operations Lead.” Whoever holds that role sees the task.
Specific Person
Task assigned directly to an individual team member by name.
Department Assignment
Task assigned to an entire department. Anyone in that department can claim or complete it.
Dynamic Assignment
Assignment changes based on context (e.g., “Assigned to the acquisition’s Project Manager”).
Workflow States
Every workflow instance is in one of four states:Draft
Draft State
Draft State
- Workflow is being set up but not yet active
- Tasks are not yet available to team members
- Admins can still make changes
- No work is being tracked
Active
Active State
Active State
- Workflow is currently running
- Tasks are available to assigned team members
- Work is being completed
- Progress is being tracked
Completed
Completed State
Completed State
- All tasks have been marked complete
- Workflow is finished
- No more work can be done
- Preserved as historical record
Cancelled
Cancelled State
Cancelled State
- Workflow was stopped before completion
- Might be cancelled because it’s no longer needed
- Incomplete tasks remain incomplete
- Preserved as historical record
Task States Within Workflows
Individual tasks within a workflow also have states:| Task State | What It Means |
|---|---|
| Pending | Task exists but dependencies aren’t met yet |
| Available | Task is ready to be started (all dependencies met) |
| In Progress | Someone has started working on the task |
| Completed | Task is finished and evidence is uploaded |
| Blocked | Task can’t proceed due to an issue |
Workflow Progress Indicators
You can track workflow progress in several ways:Task Completion %
Shows what percentage of tasks are complete (e.g., “7 of 15 tasks complete - 47%”)
Visual Progress Bar
A progress bar that fills as tasks are completed
Estimated Completion
Based on task due dates and current progress
How Tasks Flow Through a Workflow
1
Task is Created
Task exists in “Pending” state, waiting for dependencies.
2
Dependencies Met
All required tasks are complete. Task moves to “Available.”
3
Work Begins
Assigned person opens the task and starts working. Task moves to “In Progress.”
4
Work Completed
Person uploads evidence and marks task complete. Task moves to “Completed.”
5
Dependent Tasks Unlock
Any tasks that depended on this task now become “Available.”