Work on a board
Open a workflow to see its board. Each column is a stage and each card is an item.
Add an item
- Select New (it’s named after the workflow’s items, like New request) at the top. Under it you’ll also see any templates, which fill in the usual title, checklist, assignees, and fields for you.
- Or select + at the top of a column, type a title, and press ↵ to add it straight to that stage.
Move items
Drag a card from one column to another to change its stage. Done and Canceled columns are collapsed by default. Select Expand to see what’s in them.
Open an item
Select a card to open its details. Open full page gives it the whole screen, and Copy link copies a link you can share with your team.
| Part | What it’s for |
|---|---|
| Title | Select it to rename the item. |
| Stage | Move it to another stage. |
| Assignees | Who’s working on it. Select Assign to add people. |
| Due | The due date. Overdue items are flagged on My work. |
| Priority | Mark it Urgent to make it stand out. |
| Linked | People, events, groups, rooms, or other records it’s about. |
| Checklist | Steps to finish. Check them off as you go. A step can link to a doc. |
| Details | Notes and links. |
| Sub-items | Smaller items that belong to this one. |
| Activity and Comments | Every change, plus your team’s conversation. Type @ to mention someone. Press ⌘Ctrl ↵ to send. |
Select Watch to get updates on an item you’re not assigned to. Select Stop watching to stop.
If the workflow uses the Create event button, items in an active stage show Ready to build the event? Select Create event to open the event builder already filled in from the item.
If a stage has a guide doc attached, items in that stage link to it.
Archive and restore
Use an item’s More menu to Archive it. Archived items leave the board and My work. Find them on the Archived tab and select Restore to put one back where it was.
Views, filters, and layouts
Above the board you can filter by Assignee, Stage, and Due, and search by title.
- Mine shows only your items. Show done includes finished ones.
- Group changes how items are grouped.
- Switch between the board and the table. In the table you can select several items and Assign, Move to stage, or Archive them at once.
- Save view keeps your filters and layout as a named view. Just me keeps it private; Everyone in this workflow shares it (this needs Manage workflows).
Docs and stats
- Docs: playbooks, scripts, and guidelines for this workflow. Attach a doc to a stage and it shows on every item in that stage. See Docs.
- Stats: how work is moving. Open and overdue counts, time to finish, the oldest open item, created vs. completed per week, items by stage and by person, and where new items come from.
Follow the workflow
Use the Follow menu to choose what you hear about: Every new item, Plus everything you’re on, Only items I’m on, or Only direct (assignments and @mentions).
Star a workflow
Select the star to pin a workflow to the sidebar under Workflows. Show me around replays the quick tour.