Creating a Workflow

Defining a New Workflow

To create a new workflow:

1. Navigate to the Workflows section in the sidebar
2. Click Define new Workflow
3. Enter a title for the workflow (e.g. 'Volunteer Onboarding')
4. Select the scope(s) this workflow should belong to
5. The workflow definition will be created and you'll be taken to its board view

Setting Up Columns

Columns represent the major stages of your process. After creating a workflow, you need to define its columns. Each column has:

• Title — The name of the stage (e.g. 'Application', 'Interview', 'Approved', 'Rejected')
• Colour — A visual colour to help distinguish stages at a glance

Arrange columns left-to-right to represent the natural progression of your process.

Setting Up Steps

Each column can contain one or more steps. Steps are the specific points within a stage where a card can sit. For example, an 'Interview' column might have steps like 'Interview Scheduled', 'Interview Complete', and 'Awaiting Feedback'.

Each step can have:

• Title — The name of the step
• Colour — Inherited from the column or overridden
• Required Tasks — Tasks that must be completed at this step before the card can move forward

Automation Rules

Workflows support automation at the step level. You can configure functions that run automatically when a card enters or exits a step:

• Entry function — Runs when a card arrives at this step (e.g. send a notification, assign to a specific person)
• Exit function — Runs when a card leaves this step
• Success function — Runs when a card completes this step successfully
• Failure function — Runs when a card fails or is rejected at this step

Automation functions are written using Qik's action system and can trigger notifications, update fields, create related content, and more.

Due Dates and Deadlines

You can configure default due date rules for steps, such as 'due 3 days after entering this step'. When a card enters the step, its due date is automatically set. Cards that pass their due date appear as overdue in the workflow dashboard and board view.

Tips for Designing Workflows

• Keep it simple — Start with fewer columns and steps. You can always add more as your process evolves.
• Name steps clearly — Use descriptive names so anyone can understand what stage a card is in at a glance.
• Use colours meaningfully — Assign colours that convey meaning (e.g. green for positive outcomes, red for issues).
• Define exit criteria — Use required tasks at key steps to ensure important actions are completed before progression.

FAQs