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Fixed vs. Flexible Workflows

Table 57. Availability - Legacy plans


Overview

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

Custom workflows can be either flexible or fixed. Fixed workflows dictate which status must be selected next (account admins can override this), whereas flexible workflows only suggest designated statuses.

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 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 won't see or be able to select any other status options.

Note

Account admins can override restrictions for fixed workflows, but this applies only to changing the item status in the Task view. On Enterprise accounts, the Change status and workflow regardless of workflow restrictions permission must be enabled for an admin 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 the More menu option. Admins determine which status should have predetermined follow-up statuses and what the follow-up statuses are.

For example, if a task is In Progress, users see In Review or Completed as options and can also select other statuses under the More navigation menu.

Note

When changing task statuses via drag and drop, you can only change tasks to the statuses suggested by the workflow in Board view. The statuses that would be visible under the More option are locked.

Create transitions in fixed or flexible workflows

Account admins on Business and higher accounts can create status transitions in workflows. On Enterprise Standard and Pinnacle accounts this permission can be disabled.

Space admins can add transitions to space workflows.

Note

You can't add status transitions to the default workflow.

  1. Click your profile image in the upper right-hand corner of your workspace 1.

  2. Select Settings from the drop-down.

  3. Click Workflow in the left-hand navigation panel. You'll see a list of all workflows in the account 2.

  4. Click a title of the workflow for which you want to set up available or recommended transitions.

  5. Click a status to designate follow-up statuses 3.

  6. Click Select status under the field Allow manual transitions to the following statuses only 4.

  7. Search for and select the statuses that users should see as options and to which the task can be transitioned.

  8. Check the Lock transitions box in the upper right-hand corner to fix the workflow 5.

    Note

    If you leave this box unchecked, the workflow remains flexible. This means your designated follow-up statuses are visible in the drop-down when changing status, but more options are available by clicking Other.

  9. Click Save in the upper right-hand corner 6.

Creating_Transitions_in_Fixed_and_Flexible_Workflows_-_Create_transitions_in_fixed_or_flexible_workflows.png

Your changes immediately go into effect in the workspace.

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