Workflows let you define a reusable process once and apply it everywhere. Statuses, automations, and task custom fields stay in sync across all projects using the same workflow. Changes apply automatically to all linked projects.
Key benefits and use cases
Process standardization
Apply the same project statuses, task statuses, automations, and custom fields across multiple projects.Easy updates
Update the Workflow once and all connected projects update automatically.
How to use Workflows
Workflows live at the workspace level and can be assigned to projects and templates.
Create or manage a Workflow
Navigate to Settings → Workflows (admin or project settings rights required)
Click Add workflow or edit an existing one via three-dot-menu
Add or edit project statuses, task statuses, automations, and task custom fields.
Assign a Workflow to a project or template
Open Project settings or Template settings.
Click "Link Workflow".
Select the Workflow you want to apply and confirm.
Important: When a Workflow is active, Workflow-controlled settings become read-only at the project level. Read-only indicators show which settings are controlled by the Workflow.
Assign a Workflow during quick project creation
When creating a new project via the quick creation flow, you can select a Workflow directly from the creation dialog.
Switch or decouple a Workflow from a project
Projects can change Workflows or fully detach from them.
Switching Workflows launches a migration wizard that maps old project and task statuses to new ones.
Decoupling creates an editable copy of the Workflow settings for that project.
Important: A warning shows which values will be overwritten before you confirm when changing Workflows.
Permissions and access control
What you can do depends on your role.
Workspace admins can create, edit, delete and archive Workflows, assign Workflows to templates, unassign from templates, assign workflows to projects, and unassign from projects.
Teammates with rights for project setting can create, edit and delete Workflows, assign Workflows to templates, unassign from templates and can view all Workflows in read-only mode.
Teammates with editing rights for project details can assign or unassign Workflows from projects and can view all Workflows in read-only mode.
Teammates with rights to create projects can assign Workflows to projects on creation and unassign from projects.
Key capabilities
Workflows stay in sync
Project status, task statuses, automations, and task custom fields stay aligned across all connected projects.Workflow switching with guidance
Migration wizard helps map old and new project and task statuses safely.Decouple from Workflow
Disconnect and keep a fully editable copy at the project level.Create Workflow from a project
Turn an existing project setup into a reusable Workflow via "Save as workflow" in project settings.Works with templates
Assign Workflows to templates so new projects follow the same process automatically.Per-project flexibility
Turn off specific Workflow automations while keeping others active. You can also add custom automations and task custom fields alongside those from the Workflow.Search, filter, and group by Workflow
Find and organize projects by their assigned Workflow
Known limitations and considerations
No workflow versioning or rollback
Workflow changes apply immediately to all connected projects.Scope
Workflows do not affect users, private settings, billing, email configuration, integrations, or Autopilot.
Note: Workflows are optional. Projects can remain fully independent if you don’t activate one.
Frequently Asked Questions (FAQ)
Who can create and edit Workflows?
Who can create and edit Workflows?
Workspace admins and team members with rights for project settings can create and edit Workflows.
What happens if I edit a Workflow?
What happens if I edit a Workflow?
All projects using that Workflow update immediately when you save it.
Can I customize a project that uses a Workflow?
Can I customize a project that uses a Workflow?
Yes. Project statuses, task statuses, Workflow automations, and Workflow task custom fields are read-only, but you can add project-specific automations and task custom fields on top.
Can I remove a Workflow from a project?
Can I remove a Workflow from a project?
Yes. You can unassign a Workflow or decouple the project to regain full control.
Are Workflows required?
Are Workflows required?
No. Workflows are optional and additive. You can continue using projects without Workflows if you prefer.