For team members. Anyone can start a workflow and complete the tasks it creates.
1. Start a workflow
Open the create menu (the compose icon at the top of the left navigation) and choose Start a Workflow.
Pick the workflow you want from the Start Workflow list. Only released workflows appear here, so if the one you expect is missing, check with whoever manages your recipes.
If the workflow uses roles, you can assign a person to each one now. Choose Select Connection next to a role to pick who fills it, then choose Continue.
This is optional: you can continue without filling every role and let the rest be assigned later, as the workflow reaches the steps that need them (see "Filling roles" below).
Workiro confirms the workflow has started, and lets you know that any tasks you're a participant on will show in your Catch-Up.
Note: Starting a workflow creates its first task straight away and assigns it to whoever the first step names. The workflow then moves from step to step as assignees complete those tasks.
2. Complete your task(s)
When a step assigns a task to you, it appears in Catch-Up, and Assigned to me alongside your other assigned tasks. Open it to work on it.
- Guidance shows the instructions set on the step, telling you what to do.
- Chat and Attachments hold the discussion and any documents related to the task.
When you've finished, open the task's menu, choose Mark Complete, then pick the outcome that matches what happened. The outcome you pick is what advances the workflow: it sets which step comes next and who picks it up.
Note: A workflow task is always completed by choosing one of its outcomes. The outcomes you see are the ones set on that step when the recipe was built.
Choosing an outcome then takes you through a short handoff:
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Add a summary. Add any Summary Notes that give the next person extra context. If you're on our AI beta program, you can generate an AI summary here instead of writing one yourself.
[Placeholder: add AI summary detail and screenshot once available.]
- Fill the next step's role, if needed. If the next step is assigned to a role that nobody has filled yet, choose a connection for it now. (See "Filling roles" below.)
- Create the next step. You finish by creating the next step. Workiro confirms it, and anyone who's a participant on it sees it in their Catch-Up.
❗️External Participants
It is important to note that tasks assigned externally are completed differently. External participants never see the alternative outcomes of the task, instead they simply suggest it is complete, your team member can then select the appropriate outcome when completing the task.
Filling roles
Some steps need a role filled before they can go ahead, such as a Managing Partner or Team Admin. Roles are placeholders for people, set up when the recipe is built; see Building a workflow recipe. If the role hasn't been assigned yet, the task asks you to choose a connection for it, and shows the role as Required until you do.
Pick the connection who should fill the role, and the task can continue.
If the role was already filled, when the workflow started or at an earlier step, you can leave it as it is or change it. To change it, open the role and choose Clear, then select someone else.
Once a role is filled it carries through the rest of the workflow, so later steps that use the same role already know who's involved.
3. Documents in a workflow
Workflows don't depend on documents. A workflow can run from start to finish with none attached at all, so add documents only when a task calls for them.
When documents are involved, they follow the work. Any document you add to a task while a workflow is running is carried over automatically to the next task, so whoever picks up the next step already has what the previous step produced. Nobody has to re-attach or resend anything.
[Placeholder, for a future update: the ability to remove documents from a task, and to start a workflow directly from a document, are in progress. Confirm wording and timing before this goes live.]
4. Track a running workflow
Any task that belongs to a workflow shows a flow indicator, the small branch icon on the task.
You'll see it on tasks wherever they're listed.
Select the flow indicator to open the running workflow. It shows you:
- The workflow's name, and that it's Running.
- When it started, who started it, and how long it's been running.
- The Current Step, with the people assigned to it.
- Step History: the steps already completed, each showing the outcome that was chosen and who completed it.
This is the quickest way to answer "where has this got to, and who has it now?" for a single workflow.
To see every active workflow across your team in one place, rather than one at a time, use the Workflow Monitor. See Monitoring active workflows.
What's next
- Want to build your own workflows? If you're an Admin or Team Owner, see Building a workflow recipe.
- Need to keep an eye on many workflows at once? See Monitoring active workflows.