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Workflow Management - Simple Guide
Learn how to set up automatic rules that help manage your tasks without manual work.
🎯 What are Workflows?
Workflows are like having a smart assistant that automatically does things for you when certain conditions are met. Think of it like setting up automatic rules: "When this happens, do that."
Real-World Examples
- When a new task is created → Automatically assign it to the right person
- When a task is overdue → Send an email reminder
- When a task is completed → Move it to the "Done" column
🚀 Getting Started
Who Can Use Workflows?
💡 Note: Only administrators can create and manage workflows. If you're not an admin, ask your administrator to set them up for you.
How to Access Workflows
- Log into WordPress as an administrator
- Look for "Workflows" in the left menu
- Click on "Workflows"
- You'll see the workflow dashboard
🔧 Understanding Workflows
Three Parts of Every Workflow
Think of workflows like a recipe with three ingredients:
1. TRIGGER (When does it happen?)
This is what starts the workflow. Examples:
- New task is created
- Task status changes
- Task becomes overdue
- Someone is assigned to a task
2. CONDITION (What rules apply?)
This decides if the workflow should run. Examples:
- Only for specific projects
- Only for high-priority tasks
- Only for certain team members
3. ACTION (What should happen?)
This is what the workflow does. Examples:
- Assign task to someone
- Send an email notification
- Change task status
- Add a comment to the task
📋 Creating Your First Workflow
Example: Auto-Assign Development Tasks
Let's create a simple workflow that automatically assigns development tasks to developers.
Step 1: Basic Information
- Click "Create Workflow"
- Name it: "Auto-assign Development Tasks"
- Description: "Automatically assign development tasks to developers"
- Click "Next"
Step 2: Set the Trigger
- Choose trigger: "Task Created"
- This means: The workflow runs when someone creates a new task
- Click "Next"
Step 3: Add Conditions
- Add condition: "Project equals Development"
- This means: Only run for tasks in the Development project
- Add another condition: "Priority equals High"
- This means: Only for high-priority tasks
- Click "Next"
Step 4: Set the Action
- Choose action: "Assign Task"
- Assign to: "Developer Group"
- This means: Give the task to someone in the Developer group
- Click "Save"
What This Workflow Does
When someone creates a high-priority task in the Development project, it automatically gets assigned to a developer. No manual work needed!
💡 Common Workflow Examples
Example 1: Deadline Reminders
Remind People About Due Dates
- Trigger: Task due date is approaching (2 days before)
- Condition: Task is not completed
- Action: Send email to task assignee
Result: People get reminded before their tasks are due
Example 2: Status Updates
Auto-Update Task Status
- Trigger: Task is assigned to someone
- Condition: Task status is "To Do"
- Action: Change status to "In Progress"
Result: Tasks automatically move to "In Progress" when assigned
Example 3: Team Notifications
Notify Team of Completed Tasks
- Trigger: Task status changes to "Completed"
- Condition: Task is in specific project
- Action: Send notification to project manager
Result: Project managers know when tasks are finished
⚙️ Managing Your Workflows
Viewing All Workflows
See What Workflows You Have:
- Go to the Workflows page
- You'll see a list of all your workflows
- Each workflow shows:
- Name and description
- Whether it's active or not
- How many times it has run
- When it was last used
Turning Workflows On/Off
Enable or Disable Workflows:
- Find the workflow you want to change
- Click the toggle switch (On/Off)
- Green = Active (workflow is running)
- Gray = Inactive (workflow is paused)
Testing Your Workflows
Make Sure It Works:
- Click "Test" next to any workflow
- Create a test task that matches your conditions
- Watch what happens - does it do what you expected?
- If it works, great! If not, adjust the settings
🚨 Common Problems & Solutions
Problem: Workflow Not Running
Issue: Created a workflow but it's not working
Check These Things:
- Is it active? - Make sure the workflow is turned on
- Are the conditions too specific? - Maybe no tasks match your rules
- Test it - Use the test feature to see what's happening
Problem: Wrong Assignments
Issue: Tasks being assigned to wrong people
Solutions:
- Check user groups - Make sure people are in the right groups
- Review conditions - Maybe the rules are too broad
- Test with sample data - Create a test task to see what happens
Problem: Too Many Notifications
Issue: Getting too many emails from workflows
Solutions:
- Make conditions more specific - Only run for important tasks
- Reduce notification frequency - Don't notify for every small change
- Turn off unnecessary workflows - Disable workflows you don't need
💡 Tips for Success
Start Simple
Begin with Easy Workflows:
- One trigger - Don't make it too complicated
- One condition - Keep the rules simple
- One action - Do one thing at a time
- Test it - Make sure it works before adding more
Common Mistakes to Avoid
Don't Do These Things:
- Too many conditions - Makes workflows hard to understand
- Not testing - Always test before using
- Forgetting to turn on - Workflows need to be active
- Over-complicating - Simple workflows work better
Good Workflow Ideas
Workflows That Work Well:
- Auto-assign by project type - Development tasks to developers
- Deadline reminders - Email people before due dates
- Status updates - Move tasks when assigned
- Team notifications - Let managers know about progress
🎉 You're Ready to Automate!
Quick Start Checklist
| Task | Done? |
|---|---|
| I can access the Workflows page | ☐ |
| I understand triggers, conditions, and actions | ☐ |
| I can create a simple workflow | ☐ |
| I can test a workflow | ☐ |
| I can turn workflows on and off | ☐ |
| I know how to troubleshoot problems | ☐ |
Need More Help?
🎉 Great Job! You now understand how workflows work! Start with a simple workflow and gradually add more complex ones. Remember: the goal is to save time and reduce manual work.