How to create a workflow
Workflows are multi-step checklists (sections and tasks) that you can attach to expiries and trigger automatically.
What is it
A Workflow is a multi-step checklist - organized into sections and tasks, each with its own priority, status, dates, and assignee - that can be attached to expiries and triggered automatically around their dates. It turns "renew this license" from a single deadline into a tracked, multi-person process with sub-tasks.
Why / when to use it
Steps- Use a Reminder (see Reminders & Notifications) when all you need is a nudge - an email or notification that something is coming up.
- Use a Workflow when handling the deadline actually involves multiple steps or multiple people - e.g. "gather renewal documents → get manager sign-off → submit to vendor → confirm receipt → update the expiry" - and you want to track progress on each step, not just be notified once.
- Workflows and Reminders aren't either/or: a reminder tells someone it's time to start, and a workflow tracks them actually doing it. Many teams use both on the same expiry.
- From the sidebar, go to Workflows, then click Create Workflow.
- Enter a Workflow Title, optional Description, an optional Workflow Type (category), and any Tags, then click Create.
- In the workflow editor, click + Add Section to create a logical group of tasks (e.g. "Pre-Renewal Phase").
- Inside a section, click + Add Task to add a step: give it a Task Title, optional Description, Priority, Status, Start Date / Due Date, and Assign to.
- Reorder steps by dragging them, or edit/delete a step from its menu.