Workflows

Workflow settings

Change a workflow’s fields, stages, request form, templates, recurring items, automations, and who can see it.

Open a workflow and select Workflow settings (the gear). You need the Manage workflows permission. Each part has its own Save button, and Discard throws away changes you haven’t saved.

General

Name, Description, and Icon.
Call each item a…: “request”, “follow-up”, “task”, and so on.
Number prefix: a short code, like EVT, added to item numbers.
Default due date: how many days after creation a new item is due.
Starting checklist: steps every new item starts with. A step can link to a doc.

Create event button

Turn this on for workflows like event requests. Items in an active stage get a Create event button that opens the event builder filled in. Choose which fields the event’s dates, description, location, and rooms come from, and which stage to move the item to after the event is created.

Fields

What every item captures. Fields also build the request form. Stage, assignees, due date, priority, checklist, and linked records are built in.

For each field you can set its Type, Help text, Options (for choice fields), and whether it’s Required, Hidden, or shown On form. A Linked record field links to people, events, rooms, and more; turn on Allow more than one to link several.

A field’s type can’t change once it’s saved. Add a new field instead.

Stages

The columns on the board. Each stage has a name, a colour, and a type, so “open” and “done” mean the same thing everywhere (My work, due reminders, and stats). To do and Active stages are open; Done and Canceled close an item.

If you delete a stage that still has items, choose where to move items out of deleted stages.

Request form

Let anyone who can see the workflow submit a new item. See Request forms.

Templates

Starting points for items you add often, like “Sunday setup”. Save the usual title, checklist, assignees, and field values. Templates show under the New button, already filled in.

Recurring

Create an item on a schedule: a weekly review, a monthly report, a daily check. Choose Daily, Weekly, or Monthly, the time, and what each new item looks like. Use Pause and Resume to stop and start it. Times are in your organization’s time zone.

Automations

Automations do the busywork when something happens, in this workflow or anywhere in the dashboard.

Choose a trigger

For example, an item moves to stage or from stage, or someone submits an organization form (Anywhere in the Dashboard).

Add conditions (optional)

Only if a field is, is not, contains, is empty, or is checked.

Add actions

Create an item (with a title template and starting stage), assign people (Take turns between, Whoever has the fewest open items, Always assign, or The person who created it), set a due date or priority, add checklist steps, add watchers, notify people by push or email, or post a comment.

Recent runs shows what each automation did, and whether a run failed. Use Turn off to pause one.

Notifications

Tell these people about every new item. They follow the workflow and can turn it off for themselves from the Follow menu. Everyone else only hears about items they’re assigned to, created, watch, or are mentioned in.

Access

Everyone with Workflows: anyone with the Workflows permission can see and work it.
Members only: only the people you add, plus everyone with Manage workflows. Use this for pastoral care, HR, or finance.

Members can be an Editor or a Viewer (read and comment only).

Archive a workflow

Archive workflow removes it from the sidebar and My work. Restore it from Archived workflows on the Workflows page.

Requests and follow-ups

Let anyone on staff submit a request, and create follow-ups for people.

Community overview

A snapshot of what’s happening across your community, and what needs you.