Overview
Each workflow is made up of columns, and each column contains one or more steps (also called slots). Steps define the stages that cards move through as they progress in your workflow. This article covers how to configure individual steps with colours, assignees, due dates, and requirements.
Step Basics
Every step has the following core properties:
- Title — The display name of the step (e.g. "Awaiting Review", "In Progress", "Complete")
- Database Key — A unique machine-readable key generated from the title. This should not be changed once cards are in the step.
- Colour — An optional colour to visually distinguish this step on the workflow board and in summary charts
- Description — Optional help text explaining what this step represents
Assignee Configuration
When a card enters a step, you can control who gets assigned to it:
Assignee Behaviour
- Replace existing assignees (default) — When a card enters this step, its assignees are replaced with the people listed on this step
- Leave existing assignees — Keep whatever assignees are already on the card
- Remove all assignees — Clear all assignees when a card enters this step
Assign To
If using the default behaviour, select which profiles should be automatically assigned to cards entering this step. You can assign multiple people.
When a card is assigned to someone, they receive a notification with a direct link to the card.
Due Date Configuration
Steps can automatically set due dates on cards when they enter the step. This is useful for SLA tracking and time-sensitive workflows.
Due Date Behaviour
- No due date / Forever — Cards in this step have no time constraint
- Due after a period of time — Set a relative deadline (e.g. "3 days after entering this step")
- Due at a specific point in time — Set an absolute deadline based on day of week and time
Period-Based Due Dates
When using "due after a period", configure:
- Amount — The number of time units
- Unit — Seconds, minutes, hours, days, weeks, months, quarters, or years
- On weekday (optional) — Snap to the next occurrence of a specific weekday
- Time of day (optional) — Set a specific time for the due date
- Timezone (optional) — Which timezone to calculate the due date in
Point-Based Due Dates
When using "due at a specific point", configure:
- On weekday (optional) — The next occurrence of this weekday
- Time of day — The specific time the card is due
- Timezone (optional) — Which timezone to use
Due Date Replacement
- Set new due date on all cards (default) — Always calculate a new due date when entering this step
- Leave due date if already set — Only set a due date if the card doesn't already have one
Step Requirements
Steps can have requirements that must be met before a card is considered complete:
Completion Criteria
Enable "Criteria must be met" to define filter rules that the card, the linked profile, or the referenced item must match. You can target:
- Person linked to the card — Check criteria against the profile(s) on the card
- Referenced item — Check criteria against the item the card references
- Card itself — Check criteria against the card's own fields
Required Forms
Enable "Forms must be submitted" to require form submissions before a step can be completed. When a card enters the step, form requests are automatically sent to the relevant people. Configure:
- Which form to send
- Email subject and body
- Sender name and email
Required Tasks
Enable "Tasks must be completed" to add a checklist of tasks that must be ticked off. Each task has a title and optional description. Tasks are added to the card when it enters the step.