How to Configure Your Workflow Settings
Manage your to-dos, customize their steps, and create new workflows.
Written By Dennis Rodin
Last updated About 1 month ago
[Screenshot: Settings → Orders & Workflow showing the full list of workflows with their state counts]
Go to Settings → Orders & Workflow to manage all the to-dos that appear on your orders. The page is called Workflow & Tasks and shows every to-do in the system.
What you see
Each workflow (to-do) shows its name, how many steps it has, a short description, and whether it's set to always show on every order. At the top you'll see Active workflows with a count of how many are currently enabled.
Editing a workflow
[Screenshot: The Configure workflow popup showing Workflow steps with color pickers, state names, and delete buttons]
Click the settings icon on the right side of any workflow to open it. Inside you can:
Rename steps by clicking the state name and typing a new one.
Change colors by clicking the color circles next to each state.
Add steps by clicking + Add step at the top right.
Delete steps by clicking the trash icon next to any state.
When you're done, click Save Changes or click Cancel to discard.
Always show on every order
[Screenshot: The "Task is always shown no matter the order type" toggle on a workflow]
Below each workflow you'll see a toggle for Task is always shown no matter the order type. Turn this on and the to-do will appear on every single order, regardless of whether it's a monument or service order.
For example, Payment and Inspection are always shown by default.
Creating a new workflow
[Screenshot: The Add Workflow popup showing workflow name, default steps, and Create New Workflow button]
Click + Add workflow at the top right. A popup appears where you enter:
Workflow Name for the name of your new to-do.
Default Workflow Steps where you define the steps this to-do will cycle through. You can add, rename, recolor, or delete steps just like when editing an existing workflow.
Click Create New Workflow at the bottom right to save it, or Cancel to discard.
Deleting a workflow or state
If you delete a workflow state, it will be removed from all orders where that to-do has not been touched yet. If a team member has already clicked on the to-do and moved it past its initial state, the to-do stays on that order as is.
Updating a to-do on an existing order
If you rename a state, the change applies everywhere automatically.
If you add a new state to a workflow, existing orders won't see it right away. To update a to-do on a specific order so you can cycle through the new state, go to the Order Management board, click the settings icon at the top right of the order card, scroll down to the to-do, and turn it off then back on. This reloads the to-do with the latest steps.
Tip: You only need to do this for orders that were created before your changes. Any new orders will use the updated workflow automatically.
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