Managing Workflow Cards
Cards are the individual items that move through a workflow. Each card represents one thing being processed, such as a person being onboarded, an application being reviewed or a request being handled. A card records where it is in the workflow, who is responsible for it and when it is due.
What a card holds
- Title and an optional Description.
- Card Number: a sequential number, shown after the workflow's Card Prefix if one is set.
- Current Step: where the card sits in the workflow.
- Key People: the profiles the card is about.
- Assigned to: the people responsible for the card right now.
- Due Date: when the card is due at its current step.
- Referenced Item: an optional linked record, often the form submission that created the card.
- Tasks and Form Requests: any requirements set by the current step, with their progress.
- Activity: a timeline of step changes, comments and updates.
Adding cards
- Manually: open the workflow and click New Card. Enter a title, choose the starting step and add Key People, assignees or a due date if needed.
- From a list: on any list (for example People), select one or more records, open the actions menu and choose Add to workflow. Pick the workflow and the step to start at.
- Automatically: when a form is submitted or a record is created, or from another workflow's step. See Content Workflow Automations and Workflow Step Automations.
Moving cards
- Drag and drop: on the Kanban view, drag a card into another step.
- Edit the card: open the card and change its Current Step.
- Automatically: steps can move cards on by themselves once their requirements are met or their due date arrives, depending on the step's Completion Behaviour.
Tasks, criteria and form requests on a step are completion requirements. They decide when a card counts as complete for that step. They do not lock the card in place. If a step's Completion Behaviour is Moved by a human, people can still move the card at any time. If it is Requirements are met, the card moves on by itself once everything is done. See Workflow Step Configuration.
Moving a card runs the automations on the steps involved: the old step's "leaves this step" functions and the new step's "enters this step" functions.
Assigning people
Cards can have several assignees. Steps can assign people automatically when a card enters them. To change assignees by hand:
- Open the card and edit Assigned to, or
- Select one or more cards in the list, open the actions menu and choose Reassign Card (or Reassign N Cards for a bulk change). This is the quickest way to hand over someone's work when they are away or leave.
Assignees are emailed and notified in the dashboard when a card is assigned to them, unless the workflow has Disable Assignee Emails turned on (the dashboard notification is still sent). Each person sees their cards in the Your tasks panel on the Overview page.
Due dates and overdue cards
A card's due date is set by hand or by the step's due date rules when the card enters the step. To find late work:
- Inside a workflow, turn on the Overdue filter.
- On the Overview page, the Your tasks panel lists your overdue cards first, then those due this week, in the next 30 days, later and with no due date.
A step can also react to its due date passing, for example by moving the card or running a failure function.
Archiving cards
When a card is finished, archive it to take it off the board: select it and choose Archive from the actions menu, or let a step archive it automatically on success. Archived cards are hidden until you click Show Archived, and can be brought back with Reactivate.
Viewing cards
- Kanban: the board, organised by column and step.
- Flowchart: the workflow's structure and routes.
- List view: a table with search ("Search cards"), sorting, filters and columns.
- Assigned to me: a quick filter for your own cards in this workflow.
From a list of cards you can also email or text the people on the selected cards, using Send email or Send text message from the actions menu.