Managing Workflow Cards

What are Workflow Cards?

Cards are the individual items that move through a workflow. Each card represents something being processed — a person being onboarded, an application being reviewed, a task being completed. Cards track their current position in the workflow, who's responsible for them, and when they're due.

Adding Cards to a Workflow

To add a new card to a workflow:

1. Open the workflow board view
2. Click the create button or add a card to the first column
3. Enter the card title and any required details
4. Optionally assign people and set a due date
5. Save the card — it will appear in its starting step

Moving Cards Through Steps

As work progresses, move cards forward through the workflow steps:

• Drag and drop — In the board view, drag a card from one column to another
• Step selector — Open the card and use the step dropdown to move it to a specific step
• Actions menu — Use the card's actions menu for quick step transitions

If a step has required tasks, those must be completed before the card can move to the next step.

Assigning People

Cards can have one or more assignees — the people responsible for the card at its current stage. To assign someone:

1. Open the card
2. Add assignees by searching for profiles
3. Save the card

Assignees can see their assigned cards in the 'Your Cards' section of the Workflows dashboard.

Due Dates and Overdue Tracking

Each card can have a due date, either set manually or configured automatically by the step's due date rules. The workflow dashboard highlights overdue cards in red, and the 'Overdue Cards' section shows all cards past their deadline across all workflows.

Due dates help you:

• Identify bottlenecks where cards are stuck
• Prioritise work that needs immediate attention
• Track service level agreements or processing times

Bulk Reassignment

When a team member is unavailable or leaves, you can bulk reassign their cards to another person. This is available from the workflow management tools and saves the effort of reassigning cards one by one.

Card Details

Each card stores:

• Title — A name or description for the card
• Current step — Where the card sits in the workflow
• Assignees — Who is responsible
• Due date — When the card is due
• Reference — An optional link to a related profile or content item
• History — A log of step transitions and changes

Viewing Cards

You can view workflow cards in several ways:

• Board view — The kanban board showing cards organised by columns and steps
• List view — A table view with sorting, filtering, and search
• Dashboard — Summary views showing your assigned cards and overdue items

FAQs