Article · Daily work
Workflows
Updated 18 May 2026
For most projects, "open → doing → done" is enough. For some — services work, regulated work, anything with hand-offs — you need more steps in a real order. That's what workflows are for.
When a workflow earns its keep
- A booking moves through quote → approval → scheduling → delivery → invoice. Five hand-offs, often five different people.
- A panelbeating job: assess → quote → parts → strip → paint → reassemble → QA → release.
- A client request that needs legal review before it ships.
If your project has a real sequence and skipping a step would cause problems, build a workflow.
Where workflows live
Workflows are defined at the workspace level, not per project. You build a workflow once in workspace settings and then projects can reference it. That means: change the workflow once, every project using it updates.
- Workspace settings → Workflows.
- Create a new workflow. Name it for the work, not the system — "Panelbeating job", not "WF-001".
- Name your steps. Use the verbs your team already says out loud. "Strip the panel" beats "Phase 2." Drag to reorder.
- Attach the workflow to a project in that project's settings.
Every task in the project now starts at the first step. Move it through using the workflow picker on the task. You can move backwards if you need to (mistakes happen) — the activity log records it.
What workflows don't do (yet)
- No hard gates. You can move a task to step 5 without anyone touching steps 2-4. We trust the team — and real workflows have escape hatches.
- No required-approver step. If you need a gated approval before a step transitions, that's roadmap.
Next up
Views — board, outline, timeline.