Workflow Templates

Workflow Templates

The template is the process design: it defines the tasks, their order, who does each one, and what's delivered. Configure it once and it replicates in every workflow that uses it.

Puzzle Piece Anatomy of a template

A template has four blocks:
  • General settings — the header: workspaces, default project and location, view, flow direction, auto-plan, and more.
  • Tasks — the diagram; 90% of the configuration work.
  • Milestones — the control points and the % progress.
  • Assignments — the process's named roles.

Memo Draft, active version, and testing

A template is either Draft or Confirmed (separate permissions).
  • In Draft you edit freely.
  • Confirming it makes that version the active version : the one used to create new workflows.
  • You can create a test workflow from a draft version without confirming it: it's marked "created from draft," and the mark propagates to child workflows, so you test the whole flow without dirtying the active version.
If it "stopped assigning the technician" or your changes don't show on new workflows, a version was almost certainly left unconfirmed. New workflows take the active version, not the one you're editing.

Wrench The template task

Each node in the diagram is a template task, where almost all the logic lives:
  • Identity: name (unique), type, icon, status flow, attributes, duration, and the task template it inherits content from.
  • Hierarchy and dependencies: parent task (nests it as a subtask), predecessors, and the task that closes the workflow . Date calculation and the critical path are covered in their own article.
  • Multipliers: creating a task per site or per child network element spawns parallel branches automatically.

High Voltage Status automation

The block that saves the most manual work:
  • Auto-complete when requirements are met: the task closes on its own when all its required documents are satisfied.
  • Auto-reopen when they stop being met: if a required document leaves its required status, the task reopens.
  • Try to satisfy requirements on completion: on trying to complete, Sytex tries to move the documents to their required status; the task only closes if they all close cleanly.
  • Start the task when editing a deliverable: with the task open, editing a field, checklist, or required document moves it to In progress .

Paperclip Deliverables

Each task defines what must be delivered to consider it done: form, checklist, custom field, document or file, material operation, purchase order, quotation, site access request, or even a full child workflow. Per deliverable you can define:
  • Required status (and alternative): which status counts as satisfied. It's what the automatics above consume.
  • Create automatically + create when ( on workflow creation or when the task becomes available ): the second option avoids generating hundreds of empty documents on day one.
  • Context document: read-only information from another task, so the technician sees what the previous step recorded without leaving their task.
The Workflow-type deliverable lets you compose processes: a task can require a full child workflow, with its own template and its own progress.

Clapper Board Videos: create and configure a template

Create a new template

Build a workflow template from scratch, save time with the AI assistant, and focus on the specific settings.

Add or edit tasks

Add new tasks to the process, edit the relationship between them, and remove the ones you don't need.

Advanced task edits

Edit a task's name, description, and duration, and open the full view to customize its behavior.

Configure deliverables per task

Set deliverables per task: file uploads, field forms, custom questions, and more.