Creating a Space Workflow
TL;DR
Space admins can create space workflows for one specific space only. To do this, open the space, go to Space settings > Workflows, click + Workflow, choose whether it applies to tasks, projects, or both, then add statuses and optional settings like required fields, transitions, assignees, or approvals. After you activate and save it, the workflow is available only in that space, though anyone with access to the space can see and use it.
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Availability: Legacy Business, Legacy Enterprise.; Unavailability: Legacy Free, Legacy Professional.; |
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Availability: Team, Business, Pinnacle, Apex. ; Unavailability: Free; |
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Space default workflow
Space admins can create space workflows.
Space workflows are custom workflows created within a specific space that can be used only within this particular space.
Space workflow is a workflow belonging to a particular space. This workflow can be tailored for your team's needs and easily edited from the space settings by the space admin.
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Navigate to the relevant space 1 in the sidebar where you want to create a workflow.
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Click the gear icon 2 next to the space overview in the sidebar.
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Click the gear icon 2 below the space title in the current view.
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Switch to the Workflows 3 tab. You'll see a Table view listing all workflows created within the space.
You can search, sort, and group workflows, as well as enable fields from the toolbar 4.
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Click + Workflow 5.
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In the menu that appears 6, hover over one of the following options to specify where the workflow should apply:
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Tasks (for task-based items only)
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Projects (for project-based items only)
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Both tasks and projects (to apply to both type of items)
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Click Create new workflow 7 from the drop-down menu.
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From here, you can:
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Name the workflow 1.
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Add a description or summary of the workflow 2.
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Add status to the workflow 3.
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Edit the name of the statuses 4.
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Choose the color for the status 5.
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Optional: Add required fields when changing the status to standardize the workflow 6. Learn how to add required fields here.
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Add transitions, assignees, and approvals 7 upon status change (some of these options might be available only to account admins).
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Delete the status 8.
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Move statuses in-between status groups.
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Turn on the toggle to activate the workflow and make it available to use 9.
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Save10 to create a workflow.
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Drag and drop statuses to arrange them within a status group in the order that makes the most sense for your team. The order you choose is the order that statuses will appear in an item’s drop-down status menu.
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Click Done to apply the workflow to the space.
Important
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You can create no more than 20 custom workflows per space and up to 10000 space workflows per account.
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Space custom workflows can be used within the specifc space only. However, they are visible to all users in the account who have access to the space.
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An account-wide workflow can't be turned into a space workflow. But a space workflow can be converted to an account-wide one.
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In a locked space, you can add as assignees upon status change only users from this space.
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Space workflows can be used only in request forms and automation rules created from the same space.
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