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Advanced Custom Workflows

 Admins on Business and Enterprise accounts can edit custom workflows.

⏱ 3 min read

Overview

Once you’ve created custom workflows add automation like an automatic assignee on status change or make it easier for people to see which statuses should be selected next.

Important Information

  • If you use mass editing to change a status of >30 tasks, the automatic assignment rule set for that workflow isn't triggered.
  • With flexible workflows, you can change the task status using drag and drop only if the workflow’s settings allow you to do so.

Auto-Assign Based on Status

Add an Assignee

Have an assignee(s) automatically added based on a task's status. Note that:

  • Current assignees are not removed.
  • When a task is assigned to someone, they automatically have access to the task.
  • Assignees are not automatically added according to Workflow settings in tasks created via automations, such as via API, Request Form submissions, Unito/Workato integrations, etc.

To specify assignees for a status:

  1. Click your profile image in the upper right-hand corner of your workspace.
  2. Select "Settings" from the dropdown.
  3. Click "Workflow" in the left panel. You will see a list of all workflows in the account.
  4. Click the title of the workflow, for which you want to configure automatic assignment. If you don’t see it, press Ctrl + F (or Cmd + F, if you are on a Mac) and search for it in the list.
  5. Select the status for which you want to set assignees.
  6. Click in the field beneath "Assign on status change".
  7. Begin typing an assignee's name and select them from the dropdown when they appear.
    • Click in the “Add more users” field to add another assignee.
    • To remove an assignee hover over their name and click the 'x' to the right.
  8. Click "Save" in the upper right-hand corner.

The name of the person you have specified as an assignee appears under the status's name. If there are multiple assignees, you'll see a number which you can click to see the names of all assignees.

How It Works

If you've specified assignees for a status, the assignee is added when you create a task or change a task's status:

  • in the workspace
  • in mobile apps
  • via email integration
  • via Slack integration
  • using mass editing

Fixed and Flexible Workflows

Fixed and flexible workflows are available on Business and Enterprise accounts.

Fixed Workflows

When changing a task’s status, users can only choose from certain predesignated statuses. Admins determine which status should have predetermined follow-up statuses and they choose what the follow-up statuses are.

For example, if a task is “In Progress”, users will only be able to change the task to “In Review” or “Completed”. They will not see or be able to select any other status options.

🔥Wrike Tip! Account admins can override restrictions of fixed workflows, but this applies only in Task view. To apply this setting, the “Change status and workflow regardless of workflow restrictions” permission must be enabled for it within the Account Management section.

Flexible Workflows

When changing a task’s status, users see specifically predesignated status options, all other statuses are accessible under a “More” menu option. Admins determine which status should have predetermined follow-up statuses and they choose what the follow-up statuses are.

For example, if a task is “In Progress”, users see “In Review” or “Completed” as options but they are able to select other statuses under a “More” navigation menu.

Set up Transitions for Fixed or Flexible Workflows

Admins on Business and Enterprise accounts can create and edit fixed and flexible workflows.

  1. Click your profile image in the upper right-hand corner of your workspace.
  2. Select "Settings" from the dropdown.
  3. Click "Workflow" in the left panel. You will see a list of all workflows in the account.
  4. Click a title of the workflow for which you want to set up available or recommended transitions. Note, it's possible to lock transitions only for Workflows you created, not for the Default Workflow.
  5. Click a status, for which you want to designate follow-up statuses.
  6. Click in the “Select status” field (in the pop-up window).
  7. Search for and select the statuses which users should see as options, to which the task can be transitioned.
  8. Check the “Lock transitions” box in the upper right-hand corner to fix the workflow.
  9. Click "Save" in the upper right-hand corner.

Your changes immediately go into effect in the workspace.

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