Workflow

The Project Studio workflow is a mechanism to automatically manage the steps of the lifecycle for tasks. It provides a quick and convenient way to change task status and assignment. A well build workflow can greatly improve working with projects and managing tasks.

Setup

Below are the steps to configure a workflow

1. Select the project that workflow will be build for
2. Go to the Workflow tab
3. Click to add new workflow
   • Select Add new workflow and enter workflow name. This will create new workflow.
   • Select Assign existing workflow and select an existing workflow from the list. This will reuse workflow from another project.
   • Select Copy existing workflow and select an existing workflow form the list then enter workflow name. This will create copy of existing workflow.
4. Click to add new workflow step
   • Enter Step Name that represents the stage of the task
   • Check Initial Step for all steps that are startup steps for the task. When a new item is added the startup steps are available for selection.
   • Check User Is Required for all steps where individual user has to be selected (not a team). That will trigger filtering on the drop down for Users/Teams to allow selection of users only.
   • Check Auto Assign To and select from the list which user will have the task assigned at this step. That way users do not have to select who gets the assignment, it will be automatically assigned based on the selection. If this checkbox is not checked then the user has to manually enter the Assign To field when reaching that step.
   • Check Auto Status and select from the list what status will be assigned for the task on that step. If this option is not checked then the user has to enter manually the Status when reaching that step.
   • Click to confirm the changes
5. To enter the steps that will follow the current step click on the step name or the
   Edit Step Flows icon located on the right side of the steps list
6. To edit step details click on the step number or the Edit Step icon located on the right side of the steps list
7. You can move the order of steps by clicking on the Move Up and Move Down icons located on the right side of the steps list. This order is used only for display purpose and it is not related to the workflow order.
8. To delete step click on the Delete Step button located on the right side of the steps list and confirm deletion.
9. To edit the workflow name select existing workflow from the list and click
10. To delete workflow select existing workflow from the list, click and confirm deletion.

Using Workflow

1. Select an existing (or create new) task and go to the View tab
2. If there are is more than one workflow created for the project then select workflow from the list and click . The task will start following the selected workflow.
3. Select a workflow step by clicking on the step link. Before that make sure to select the
   Assigned to and/or Status fields the lists if they are not auto-assigned in the workflow step. After selecting a step the workflow panel will show all steps that follow.
4. The title of workflow shows information for the current workflow and step in the format {Current Workflow} @ {Current Step}

See also: Projects, Groups & Folders