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How to force a project to use custom workflow?

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    Trevor Tollefsbol

    Hi John, you can change the default workflow for an entire folder if you wish.  If you right click on the folder that your projects are going into, hover over "Change workflow" and select the workflow you wish to use.

    For example, I want to change from default to my Approval workflow:

    Now when I start a project in this folder it comes in under the approval workflow.  The only thing that will trump this is if you have a custom workflow set for each task in a project template.

    If I create a template that has tasks with differing workflows, duplicating my template as a new project into the Approval Workflow folder won't change the custom workflows I've setup.  You can see in the first image below that each task has a different workflow.

    Now when it is duplicated as a new project into the Approval Workflow folder, we see the task with Approval Workflow is loaded into the main Board view while the "Other tasks" with alternate workflows are in the left side flyout panel of the board view:

    I hope this is helpful to you!

    Cheers!

    Trevor

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    Lisa

    Hey John, glad to see your posts on the Community 🙂
    I'll only add a little on a new Project. When creating a Project, you can always choose the Workflow for the Tasks in the Project:
    So there shouldn't be a problem when you create a new Project and choose a Workflow for it - all Tasks created in it will inherit the Workflow you picked initially. If you change the Workflow when some Tasks already exist in the Project and have a different Workflow, then yes, you'll have to change each Tasks's Workflow and apply a status from that Workflow to it.
    The Default Workflow can't be deleted.
    Please let me know if you have further questions 👍
     

    Lisa Community Team at Wrike 🌎Discover... Wrike Discover and become a Wrike expert. Click here to get started

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    John Dexter

    Thanks guys. Obviously I can't reproduce it now :) but I'm sure we'd done this and still found some tasks were misbehaving.

    We are using Unito to auto-create tasks from new GH issues so I wonder if this could be related. Anyway I'll keep an eye out and if we see it again, grab some screenshots.

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    John Dexter

    OK so this bug still happens for me:

     

    I have a folder Backlog PH2 which is set to use Agile Teamwork Workflow. In fact, Default workflow is greyed out.

    I have tasks in this folder (and only this folder) with state "in progress" which is not in that workflow

    If I go to change it, I have to jump through two menus to do it. 

     

    I'm wondering if things all got assigned under default workflow before we changed workflow? How can I tidy up this horrible mess?!

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    Lisa

    @John, that's right, if you don't apply a workflow to a Project when you create it, all Tasks within it get default statuses. So when you change the workflow, you'll have to change the statuses of existing Tasks manually. To do it quicker, try using the Mass Editing option - you can change statuses from different Workflows for multiple Tasks at once 

    Please get back to me if you have further questions 🙌
     

    Lisa Community Team at Wrike 🌎Discover... Wrike Discover and become a Wrike expert. Click here to get started

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