How to Configure To-Dos
Manage your to-dos, customize their steps, and create new workflows.
Written By Dennis Rodin
Last updated 10 days ago
Go to Settings → To-Dos, under Workflow & Pipeline, to manage all the to-dos that appear on your orders.
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
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.
The first step is where the to-do opens. Every to-do MonuDesk puts on an order starts on the first step of that workflow, so the step at the top of the list should be the one your shop starts from. For one new order you can choose a different starting step before you save: click the to-do in the To-Dos This Order Will Create card on the last step of New Quote, Review & Create. The card lists the to-dos one under the other, like on the board card.
System-critical names are locked. A small number of task names are wired into how MonuDesk works and cannot be renamed or deleted. The most common example is Payment, which is locked because the system uses the name to track logged payments. Locked names show a small lock indicator. Most other tasks, including Porcelain, can be renamed freely.
Tip: rename, don't recreate. Built-in tasks like Porcelain auto-activate based on what's on the order (the Porcelain task fires whenever a porcelain is added). If you rename Porcelain to something like "Photo Plaque", the trigger logic stays attached, and the renamed task still auto-activates every time there's a porcelain on the order. If you delete Porcelain and build a fresh task from scratch with the same name, the new task won't inherit any auto-trigger. So when you want to customize a task name, rename the existing one rather than building a new one.
Renaming a built-in to-do is safe. Every built-in to-do carries a hidden marker that a rename cannot change, so you can call it whatever your shop calls it and it keeps being added to new orders. A built-in to-do that has been both renamed and had its steps changed counts as one of your own, so it follows whatever you set for it.
The Design to-do's steps are fixed. Design has four steps: Must Be Created, Family Approval Pending, Changes Requested and Complete. MonuDesk moves the to-do between them as drawings go back and forth with the family in the customer portal, so you can reorder and recolor these four steps, but not rename or delete them.
Reminders about confirmed orders that still have no drawing are set separately, in the Drawing Reminders card on Settings → Order Alerts. They don't add or change any to-do.
When you're done, click Save Changes or click Cancel to discard.
Always show on every order
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.
Give a to-do a default assignee
Each workflow row has an Assign to picker beside the Edit button. Pick a team member and every task MonuDesk raises on that to-do from then on opens already assigned to them, with their name on the badge, so the foundation or the stencil lands in somebody's queue instead of sitting unowned. Leave it empty and those to-dos arrive unassigned, the way they always did.
It covers the to-dos MonuDesk raises for you: on a new order, when a quote is confirmed, and when an edit adds a to-do to an order that is already running. A to-do you add by hand on a single order with the order card's settings button is not covered, so assign that one yourself.
Changing the picker does not touch tasks that already exist. It only applies to to-dos created from that point on.
Tip: Set your default assignees from a computer or tablet. On a phone, Settings leaves out the To-Dos page.
Creating a new workflow
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.
Adding a brand new workflow to an existing order
Brand new workflows you create in Settings → To-Dos appear automatically on every new order. Existing orders won't pick them up on their own. To add a new workflow to an order that's already in the system:
Open the order from the Order Management board.
Click the settings icon (gear) at the top right of the order card.
Scroll the list of available to-dos. The new workflow appears here as a toggle.
Toggle it on. The to-do now appears on this order.
If the new workflow doesn't show up in the toggle list: open Settings → To-Dos and confirm Task is always shown no matter the order type is turned on for that workflow. Workflows with that toggle off only appear automatically when their trigger condition is met (for example, only on monument orders, or only when a specific accessory is added). If the toggle is off and the trigger doesn't match this order, the to-do won't be available.
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