Workflow Run Guide

🎬 What is a Workflow Run?

A workflow run is a specific execution of a workflow template. Think of it like this: A workflow is the recipe, and a workflow run is actually cooking the meal. Each run is independent-you can have multiple runs of the same workflow happening simultaneously, each tracked separately.

When you start a workflow run, the system creates a working copy of all sections and steps. Your team can then collaborate to complete tasks, track progress, add comments, and ultimately finish the entire process.

Starting a Workflow Run

▶️ How to Start a Run

1. Navigate to the Workflows page
2. Find the workflow you want to execute
3. Click the "Start New Run" button or play icon
4. Enter a descriptive title for this specific run (e.g., "Q1 2026 Audit")
5. Select team members to assign to this run
6. Set a due date (optional but recommended)
7. Add any run-specific notes or context
8. Click "Start Run" to begin

📝 Naming Your Run

Give each run a unique, meaningful name that helps you identify it later:

• Include date/period: "Q3 2026 Compliance Review"
• Include person/entity: "John Smith Onboarding"
• Include location: "Chicago Office Inspection"
• Be specific: "Annual Medical License Renewal - Dr. Johnson"

👥 Assigning Team Members

Add everyone who needs to participate in this workflow execution:

• Immediate assignment: Assign all team members at start
• Just-in-time assignment: Assign specific people to steps as you go
• Team access: All assigned members can view the entire run
• Notifications: Assigned members receive updates about the run

Understanding the Run Interface

The workflow run page is your command center for executing and tracking the process.

📊 Header Information

The top of the page displays key run information:

• Run title: The specific name you gave this execution
• Workflow name: The template this run is based on
• Status badge: Active, In Progress, Completed, or Archived
• Progress bar: Visual indicator of completion percentage
• Due date: Target completion date (if set)
• Assigned team: Avatars of all participants

📂 Sections & Steps Layout

The main area shows all workflow sections with their steps:

• Expandable sections: Click to show/hide steps within each section
• Section progress: Each section shows its completion percentage
• Step checkboxes: Click to mark steps as complete
• Step details: Each step shows description, assignee, and status
• Visual flow: Follow the process from top to bottom

🎨 Visual Indicators

The interface uses color and icons to communicate status at a glance:

Completing Steps & Tasks

✓ Marking Steps Complete

As you complete each task, mark it done in the system:

1. Expand the section containing the step
2. Find the step you've completed
3. Click the checkbox next to the step name
4. Step immediately updates to "completed" status
5. Progress bar automatically updates
6. System records who completed it and when

📝 Viewing Step Details

Click on any step to view full details:

• Description: Detailed instructions for completing the task
• Attachments: Reference documents or forms needed
• Assignment: Who is responsible for this step
• Estimated time: How long it should take
• Dependencies: Other steps that must be completed first
• Comments: Team discussion about this specific step

👤 Step Assignment

Assign individual steps to specific team members:

• Assign during run: Delegate tasks as the workflow progresses
• Reassign: Change assignee if responsibilities shift
• Notifications: Assigned person receives email/in-app notification
• My Tasks view: Team members see all steps assigned to them

↩️ Uncompleting Steps

Made a mistake? Simply uncheck the box to mark a step as not complete again. This is useful if:

• You marked something complete accidentally
• Work needs to be redone due to errors
• Additional tasks were discovered after marking complete

Team Collaboration

💬 Comments & Discussion

Communicate with your team directly within the workflow run:

• Run-level comments: General discussions about the entire workflow
• Step-level comments: Specific questions or notes about individual tasks
• @mentions: Tag team members to get their attention
• Threaded replies: Keep conversations organized
• Real-time updates: See new comments as they're added

🔔 Notifications

Stay informed with automatic notifications:

• When assigned to a workflow run
• When assigned to a specific step
• When someone @mentions you in comments
• When steps you're assigned to become available
• When workflow run is near its due date
• When workflow run is completed

📎 Attachments

Share files and documents within the workflow run:

• Step attachments: Add completion proof or related documents
• Run attachments: Share files relevant to entire workflow
• Quick access: All team members can view shared documents
• Version tracking: Upload updated versions as process evolves

👥 Team Coordination

Best practices for team collaboration:

• Daily updates: Encourage team to check workflow run daily
• Blockers: Comment immediately if you're blocked on a step
• Handoffs: Comment when passing work to next person
• Questions: Ask questions early to avoid delays
• Completions: Note important outcomes when marking steps done

Tracking Progress

📊 Progress Metrics

Multiple views of progress help you stay on track:

• Overall progress bar: Percentage of all steps completed
• Section progress: Completion status for each phase
• Steps completed: Count like "15 of 23 steps complete"
• Time remaining: Days until due date
• On track indicator: Green/yellow/red status based on pace

📅 Timeline View

Visualize the workflow's progression over time:

• Start date: When the run began
• Target date: When it should finish
• Milestones: Major section completions
• Actual completion: Real completion date vs. target

📈 Activity Feed

Complete history of everything that's happened:

• Run started
• Steps completed
• Team members added
• Comments posted
• Files uploaded
• Assignments changed
• Run completed

⚠️ At-Risk Monitoring

System helps you identify when runs need attention:

• Behind schedule: Progress slower than expected pace
• Approaching deadline: Due date is near with work remaining
• Blocked steps: Tasks marked as blocked in comments
• Unassigned tasks: Steps with no assignee

Completing Workflow Runs

✅ Finishing a Run

When all required steps are complete, you can close out the workflow run:

1. Verify all required steps are marked complete
2. Review any optional steps-complete if necessary
3. Click "Complete Workflow Run" button
4. Add completion notes summarizing outcomes
5. Upload any final documents (certificates, reports, etc.)
6. Click "Confirm Completion"
7. Run status changes to "Completed"

📝 Completion Notes

Add context about this execution's outcome:

• Results: What was accomplished
• Variations: Any deviations from standard process
• Learnings: What went well, what could improve
• Follow-ups: Any actions needed after completion
• Next occurrence: Notes for next time this workflow runs

⏸️ Pausing or Archiving Runs

Sometimes you need to stop work temporarily:

• Pause: Temporarily halt work (status stays "Active" but no reminders sent)
• Archive: Move to archive without completing (for cancelled or obsolete runs)
• Restart: Unarchive run to resume work

🔄 What Happens After Completion

• Run moves to "Completed" list
• Progress shows 100%
• All team members receive completion notification
• Run remains accessible for reference and audit purposes
• Can be reopened if needed (though not recommended)
• Serves as documentation that process was executed

Managing Multiple Workflow Runs

📋 Runs Dashboard

The workflow runs page shows all your active and completed runs:

• Filter by status: Active, completed, archived
• Search: Find specific runs by title or workflow name
• Sort: By due date, progress, start date, or name
• Quick actions: Open, complete, or archive from list view

👀 My Tasks View

See all workflow steps assigned to you across all runs:

• Consolidated view: All your tasks in one place
• Sort by priority: Focus on urgent items first
• One-click completion: Mark tasks done from this view
• Context: See which run each task belongs to

📊 Running Multiple Instances

You can have multiple runs of the same workflow happening simultaneously:

• Independent tracking: Each run tracks separately
• Example: Onboarding 3 new employees at once with 3 separate runs
• Different teams: Assign different people to each run
• Varied pace: Some runs may progress faster than others

Workflow Run Best Practices

✅ Do's

• Start with clear goals: Know what "done" looks like
• Assign early: Assign team members to steps at the start
• Check daily: Brief daily reviews keep runs on track
• Comment often: Document progress, issues, and decisions
• Mark complete promptly: Update steps as soon as finished
• Use @mentions: Get attention of specific team members
• Attach proof: Upload completion documents for audit trail
• Communicate blockers: Flag issues immediately
• Review before closing: Verify all work is truly complete

❌ Don'ts

• Don't mark incomplete work as done: Honesty keeps quality high
• Don't ignore assignments: Respond when tagged in steps
• Don't let runs go stale: Archive if abandoned, don't just leave active
• Don't skip completion notes: Future you will want this documentation
• Don't complete without verification: Check required steps are truly done
• Don't work silently: Update team on progress via comments

💡 Pro Tips

• Kickoff meeting: Brief team at start of each run
• Daily standup: Quick daily check-in on run status
• Mid-point review: Assess progress halfway through
• Retrospective: After completion, note what could improve
• Template feedback: Suggest improvements to workflow template
• Celebrate completion: Acknowledge team when run finishes
• Document variations: Note any process deviations for next time

Common Scenarios & Solutions

🚧 Scenario: Step is Blocked

Situation: You can't complete a step due to external dependency.

Solution: Add comment explaining the blocker. @mention person who can help. System tracks blocked time. Move to other steps if possible.

⏰ Scenario: Running Behind Schedule

Situation: Workflow run is progressing slower than expected.

Solution: Review remaining steps. Identify which are critical vs. nice-to-have. Assign more people if possible. Adjust due date if needed. Communicate status to stakeholders.

👤 Scenario: Team Member Unavailable

Situation: Assigned person is out sick or on leave.

Solution: Reassign their steps to someone else. Add comment explaining the change. Brief the new assignee on any context from previous comments.

📄 Scenario: Process Changed Mid-Run

Situation: Requirements changed after workflow run started.

Solution: Document changes in comments. Mark obsolete steps as complete with notes. Add comments for new requirements. Update workflow template for future runs.

✅ Scenario: Need to Verify Quality

Situation: Steps are marked complete but you need to verify quality.

Solution: Add a "Review & Approval" section at the end. Include verification steps. Assign to quality reviewer or manager. Uncheck and reassign if work needs correction.

Troubleshooting & FAQ

Q: Can I edit the workflow template during an active run?

A: Yes, but the active run won't be affected. It continues with the version it started with. Only new runs will use the updated template.

Q: What if I complete steps out of order?

A: That's fine! The system tracks completion but doesn't enforce order unless you've set specific dependencies. Complete steps as makes sense for your situation.

Q: Can I add steps to a run that aren't in the template?

A: Currently no. You can document additional work in comments, but new steps can't be added to active runs. Update the template for future runs.

Q: How do I see all runs of a specific workflow?

A: Go to the workflow's detail page. There you'll see statistics and a list of all runs based on that template.

Q: What happens if I don't complete a run by the due date?

A: The run remains active-there's no automatic expiration. You'll see "overdue" indicators, but you can continue working. Update the due date if the timeline changed.

Q: Can I reopen a completed run?

A: Yes, but it's not recommended. Use "Reopen" option if you must make changes. Better to note corrections in comments without changing completion status.

Q: How do I track time spent on workflow runs?

A: System tracks start and completion dates automatically. For detailed time tracking, add time spent in comments as you complete steps.