Workflows

Workflows let you define a reusable process once and apply it everywhere. Statuses, automations, and task custom fields stay in sync across all projects that use the same workflow. Changes are automatically applied 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 are managed at the workspace level and can be assigned to projects or templates.

Create or manage a workflow

1. Navigate to Settings (gear icon in the bottom left of the main menu) and select Workflows.

2. Click + Add or select an existing workflow.

3. Add or edit project statuses, task statuses, automations, and task custom fields.

Assign a workflow to a project or template

1. Open Project Settings or Template Settings.
2. Click Use Workflow.
3. Select the workflow you want to apply and confirm.

Assign a workflow during quick creation

When you create a new project through quick creation, you can select a workflow directly in the creation dialog.

Switch or disconnect a workflow

Projects can switch workflows or disconnect from them entirely.

• When switching workflows, a migration assistant helps you map old project and task statuses to new ones.
• When disconnecting, an editable copy of the workflow settings is created for that project.

A warning shows you which values will be overwritten before you confirm the workflow switch.

---

Permissions and access control

Your permissions depend on your role.

• Workspace admins can create, edit, delete, and archive workflows, and assign or remove workflows from templates and projects.
• Team members with project settings permissions can create, edit, and delete workflows, assign or remove workflows from templates, and view all workflows as read-only.
• Team members with project details editing permissions can assign or remove workflows from projects and view all workflows as read-only.
• Team members with project creation permissions
  Can assign workflows during project creation and remove them later.

---

Key features

• Workflows stay in sync
  Project statuses, task statuses, automations, and task custom fields remain aligned across all connected projects.
• Guided workflow switching
  The migration assistant helps you safely map old and new project and task statuses.
• Disconnect from a workflow
  Break the connection to a workflow and keep an editable copy.
• Create a workflow from a project
  Convert an existing project setup into a reusable workflow using "Save as Workflow" in the project settings.
• Works with templates
  Assign workflows to templates so new projects automatically follow the same process.
• Flexibility per project
  Disable specific workflow automations while keeping others active. You can also add your own automations and task custom fields alongside those from the workflow.
• Search, filter, and group by workflow
  Find and organize projects by their assigned workflow.

---

Limitations and notes

• No workflow versioning or recovery
  Changes to workflows are applied immediately to all connected projects.
• Scope
  Workflows don't affect users, private settings, billing, email configuration, integrations, or Autopilot.

---

FAQ

Who can create and edit workflows?

Workspace admins and team members with project settings permissions can create and edit workflows.

What happens when I edit a workflow?

All projects using that workflow update immediately.

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 of them.

Can I remove a workflow from a project?

Yes. You can unassign the workflow or disconnect the project to regain full control.

Are workflows required?

No. Workflows are optional and supplementary. You can continue using projects without workflows if you prefer.