Workflows Overview
Workflows in Qik are kanban-style boards for managing any process that moves through stages. A workflow is made of columns and steps, and each item moving through it is a card. Workflows suit anything that follows a sequence: onboarding new staff, processing applications, following up enquiries, or routing approvals.
Key concepts
- Workflow: a defined process with named columns and steps (for example "New Employee Onboarding").
- Column: a major stage of the process (for example "Application", "Review", "Approved").
- Step: a specific place within a column where a card can sit (for example "Awaiting Documents", "Documents Received"). Every step has a title, a colour and a description, and can carry its own assignees, due date rules, completion requirements and automations.
- Card: one item moving through the workflow. A card usually points at something: a person (its Key People) or a record such as a form submission (its Referenced Item).
- Assignee: the person responsible for a card at its current step.
- Due Date: an optional deadline for the card at its current step, set by hand or by the step's due date rules.
The Workflows page
Open Workflows from the main sidebar. The page shows Your Workflows, grouped by the scope each workflow belongs to. Each workflow shows how many active cards it currently has. Click a workflow to open its board, or use its … menu for more options.
If you have permission, you will also see:
- View All Workflows: a full list of every workflow definition.
- Define new Workflow: create a new workflow. See Creating a Workflow.
Your cards on the Overview page
Cards assigned to you are shown on the Overview (home) page, not on the Workflows page. The Your tasks panel lists every card assigned to you, grouped by urgency: Overdue, This week, Next 30 days, Later and No due date. A coloured bar at the top shows your whole workload at a glance. The panel only appears when your login is linked to a profile and something is assigned to you.
Inside a workflow
A workflow's page has several views:
- Kanban: the board, with cards organised by column and step. You can drag cards between steps.
- Flowchart: a diagram of the steps and how cards flow between them, including success and failure routes.
- The standard list/table view, with search, sorting, filters and columns.
The toolbar has quick filters: Assigned to me, Overdue and Show Archived. If you can edit the workflow, Edit Steps on the Kanban view lets you add and change columns and steps. For working with cards, see Managing Workflow Cards.
Common uses
- Onboarding: take new members, students or employees through induction.
- Applications: process applications from submission through review to approval or rejection.
- Follow-up: support requests, enquiries, or customer and sales follow-ups.
- Task management: track work through stages such as To Do, In Progress and Done.
- Approvals: route items through an approval chain with clear visibility of where each one is.
How cards get into a workflow
- Manually, with New Card on the workflow's page.
- From any list, by selecting records and choosing Add to workflow from the actions menu.
- Automatically, when a form is submitted or a record is created. See Content Workflow Automations.
- From another workflow, using the Add to another workflow step function. See Workflow Step Automations.
Permissions
Each workflow is its own content type, so access is controlled per workflow through roles and scopes. People need permission to view a workflow's cards to see its board, to create cards to add them, and to edit the workflow definition to change its columns and steps. See Roles and Permissions.