Requires the following role: Owner
Overview
Workflow Studio allows you to create and modify tasks within a workflow, providing tools to assign tasks, configure triggers, and arrange tasks in parallel or sequential order. This flexibility helps streamline processes and adapt workflows to meet your organization's needs.
Important: Tropic-managed workflows cannot be edited, even with Owner permissions. To request changes to Tropic-managed workflows, please submit a support ticket.
Adding a Task to a Workflow
- Open the workflow in Workflow Studio.
- If the workflow is tied to a purchase category, you can access its associated request form directly by selecting Edit Intake Form.
- If your workflow is not tied to a purchase category, you can assign one in here in the Workflow Studio by clicking Assign a Purchase Category. See About Workflows for more details
Important: If a workflow is auto-assigned to incoming requests, the Purchase Category cannot be changed directly. To modify the category, first update the assignment criteria to either remove or replace the workflow from the auto-assignment settings.
- If starting from a blank workflow, click Add a Task.
- If adding a task to an existing workflow, click the + icon near an existing task to create a new one.
- The right panel expands to let you fill in task details.
- Click Add Task.
Note that the following fields are required:
-
- Task Type
- Task Name
- Assignee Type (e.g., Requestor, Teammate). If selecting Teammate, you must specify an Assignee.
- Due Date: Task durations include weekends and holidays.
Sequential vs. Parallel Tasks
Tasks can be configured to be sequential or parallel, based on triggers:
- Sequential Tasks: Must be completed one after the other. Click the left or right + icon to add a sequential task, which will be connected by a horizontal line.
- Parallel Tasks: Can be completed independently and simultaneously. Click the bottom + icon to add a parallel task, displayed vertically within the same column.
Editing a Task
You can edit a task by:
- Using Go to Stage: Navigate directly to the stage where your task is located, making it easy to access tasks without scrolling. Each stage icon in the Go to Stage widget matches the icon displayed on individual tasks within the workflow, helping you quickly identify and access the correct task.
- Clicking on the Task: Select the task you want to edit directly within the workflow. This opens the task details for modification.
- Selecting Editing Task: Alternatively, use the Editing Task option for a focused editing view.
The task details panel remains omnipresent, updating automatically to display the selected task's information as you navigate and make edits.
To close the task details panel after editing, click the X icon.
Task Deletion Options
- Delete Icon: You can delete a task by clicking the delete icon within the task details panel.
- Keyboard Shortcut: Alternatively, select the task and press the Delete button on your keyboard for quick removal.
Conditional Tasks
Workflow Studio also allows you to add conditional tasks. These can be based on criteria like anticipated spend or specific answers in the request form, allowing workflows to adapt to varying requirements.
Additional Resources
For more information about workflows and tasks, please refer to our Help Center