This article walks you through how to send tasks, monitor progress, and manage your workflow effectively from start to finish.

Sending Tasks

Once a workflow has started, you can begin sending tasks to users.

Assigning Tasks

• Assign tasks to individual users manually, or use the bulk option to send multiple tasks at once.
• If automation rules have been set up, tasks will be sent automatically according to the configured logic.
• Even with automation enabled, you can manually send tasks or override automation at any time.

How to Send a Task

1. Select the specific task you want to send.
2. Optionally choose to hide the send confirmation screen in the future.
3. Click Send – the task status will update to Pending.

Managing Task Actions

You can manage each task using the three-dot menu available next to it.

Completing and Reopening Tasks

• When a task is marked as Complete, it's assumed the user has finished it.
• If needed, you can reopen a completed task by marking it as Incomplete:
  • An email notification is sent to the user (you can edit the subject and message before sending).
  • Alternatively, choose not to send a notification—either way, the task status will update to Incomplete.

Monitoring Workflow Progress

You can monitor overall progress from the main workflow screen.

• View the percentage of completed tasks across the workflow.
• Drill down into specific workflow instances to view task-level progress.
• Each task sent is also delivered by email, ensuring users are notified and can complete their assignments on time.

Using the Task Section

The Task Section gives you a centralized view of all active tasks.

Filtering and Searching

• Filter tasks by status, assignee, or workflow.
• Use the search bar to quickly locate specific tasks.

Managing as a Workflow Owner

• Workflow owners have access to all open tasks across workflows.
• When viewing a specific workflow, only related tasks will be visible.
• Use the member filter to check who is working on what and monitor each user's task progress.

From this section, you can:

• Mark tasks as Complete or Incomplete
• Resolve any issues, such as unmapped items in your chart of accounts, which will appear here for quick action.

Cloning and Managing Workflow Instances

If your workflow is not set to recur, you can clone the latest instance once it has started.

Cloning a Workflow

• For example, you can clone an April workflow to create a May instance.
• Choose a new start date (e.g., April 7th) and click Clone.
• The system always shows the latest instance by default, but previous instances remain accessible at any time.

Managing Access and User Roles

You can manage workflow access by assigning users to different roles:

• Contributors
• Admins
• Super Admins

For simpler user management, assign people through Groups. Anyone added to a workflow will receive an email notification confirming their access.

Archiving and Restoring Workflows

To keep your workflow list clean without losing data:

• Use the Archive feature to remove workflows from view.
• Archived workflows can be restored at any time and will reappear in your list.

Summary

This guide covers how to:

• Send and manage tasks
• Track task completion and progress
• Clone workflows and manage instances
• Assign roles and archive workflows

Use this article as a reference to help streamline your task management and workflow operations.

Updated May 29, 2025 13:15