Custom workflows

We use custom workflows for sales leads and support cases, because their individual status makes it easier to identify and monitor progress. I have applied these workflows to the folder level and they work great for the main task. 

 

If I start to enter subtasks, they inherit the custom workflow, which in most cases is wrong. If for example in a sales lead the state for completed is "won", then a subtask like "do a presentation" is also marked as "won" once the subtask is completed.

I know that I can change the workflow for each subtask, but it would be, probably in most cases, easier to select not to inherit the custom workflow to subtasks.

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Hi Bernhard, 

Glad to hear you've been creating some Custom Workflows! I think creating additional statuses within the Workflow may help in this case. For instance, using your example: you could have both "Won" and "Completed" be completed statuses in one Workflow. That way you could apply the Custom Workflow at the Folder level, but still be able to easily select the appropriate status for tasks and subtasks respectively (without having to switch workflows). You can add another status to a Workflow by going to the Account Management panel, and then clicking on the "Workflow" tab.

Your Workflow will look something like this, and you'll be able to select either "Completed" or "Won" for tasks in your Folder. 

Does that sound like it would work for your team?

Stephanie Westbrook Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Stephanie Westbrook Wrike Team member Become a Wrike expert with Wrike Discover

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I agree to Bernhard. It's great to have a defined custom workflow some things, i.e. Marketing document (draft till released version), or things flowing a well defined process, i.e. CAPAs or Change Requests.

But this workflow quiet often is not applicable to all of the subtasks, i.e. you have to do certain standard workflow subtasks for different types, till your marketing document is approved or your CAPA is processed.

Therefore I'm not sure whether inherit workflow type to subtasks is a good idea.

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Anastasia

Hi Jens, thank you for sharing! You're right, according to the current logic subtasks inherit the workflows of their parent tasks. I can see that in your situation, it would definitely be useful to have some more flexibility for the subtasks' workflows. Here's a workaround which can help in this situation:
  1. Create a designated Folder for subtasks requiring a certain workflow
  2. Create tasks in this Folder, to later turn them into subtasks
  3. Assign the necessary workflow to the Folder
  4. When adding subtasks to tasks in the Project, choose the option to "Turn existing task into a subtask":


This subtask will then have a workflow different to that of the parent task :)

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We have a similar scenario, and a solution to allow subtasks a separate default workflow would be great.  We track out tasks through different stages of our process (new, waiting on IS, Waiting on User, Completed testing, etc.).  My subtasks include the individual steps within our testing, for instance, 1. Run Request Set, 2. Confirm transactions appear, 3. approve transactions.  It doesn't make sense to have the status of those be waiting on user or completed testing, but more along the lines of the default workflow (active, in progress, complete).  Maybe a solution is to have the option when using a default workflow for a folder or project to have options: All Tasks and Subtasks will use the default workflow, All tasks will use a custom workflow, all subtasks will use the default workflow, all tasks and subtasks will use a custom workflow, the tasks and subtasks will use separate custom workflows.  

 

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@Joshua great details in that post! Lee is looking for something similar, could you take a look at his post and add a +1 there?

Stephanie Westbrook Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Stephanie Westbrook Wrike Team member Become a Wrike expert with Wrike Discover

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This feature is very interesting but lacks the control on the rest of the screen (ex: Gant Chart).

When will it be extend to all screens?

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@Jorge Hey, happy to see you on the Community 🙂 I'm sorry, I might have misunderstood you - are you referring to Custom Workflows? If you are, you can open each task from the table portion of the Gantt Chart and change its status or Workflow. Please let me know if that's what you were looking for!

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

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