This article is part of a series on Workflows:

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Once a Workflow Template has been applied to a Company or End User, a copy of the Workflow is made for that customer, tasks/emails are created as appropriate, and relevant data (e.g. task due dates and owners) is filled in.

But how do you then manage these Workflows? Where can you view and edit your tasks from Workflows? How can you approve or make changes to emails? How can you see an overview of all the Workflows you're responsible for? This article will take you through the practical details of where in Planhat you can view Workflows and work with them.

When you're viewing an individual Company Profile or End User Profile, you can view Workflows in the black panel on the left-hand side - scroll down to below the featured fields, as shown in the examples below.

Notes:

By default, only active (non-archived) Workflows are shown, but you can easily adjust this by clicking on the filter symbol:

You can also archive or unarchive a Workflow from Company and End User Profiles by clicking on the three vertical dots (vertical ellipsis) on the right-hand side of the Workflow bar, and selecting either "Archive" or "Unarchive" as appropriate.

This "Workflows" section in the black left-hand panel of Profiles is great, as you can see at a glance which Workflows have been applied to the Company or End User in question, and who the owner is of each Workflow (stated in brackets); plus, you can very easily click into either the Workflow Template (by clicking on the Workflow name) or, more significantly, the Workflow itself (by clicking into the progress bar showing the percentage):

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Once you've opened a Workflow, you can interact with it: make changes.

In the example shown above, an active Workflow is opened from a Company Profile. A task step is completed, which increases the percentage completed, and when the window is refreshed, you can see the due date of its dependent step is filled in.

As well as simply ticking (checking) off tasks like this, you can also make more substantial edits such as adding a new custom step to the Workflow. And when it comes to email steps, you can approve, pause, stop or edit emails as appropriate.

You can view all your team's Workflow Templates, and active Workflows, in the Workflows Module.

Like you're familiar with in other parts of Planhat, you can use folders to organise your Workflow Templates. Here are some typical examples, to give you a bit of inspiration:

Let's take a closer look at the buttons at the top. As well as the '+' button to add a new Workflow Template, and the folder button to add a new folder, there are some filters. If you can't see a Workflow Template you're sure is there, check what's selected here!

As you can see in the examples above, when you click on a Workflow Template on the left-hand side, the active (unarchived) Workflows of that Template show in the centre of the screen. If you click on the progress bar of any of these, it opens up the Workflow on the right-hand side, so you can view/edit it:

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You can also carry out bulk actions from here. Simply use the checkboxes to select the Workflow(s) you want, and then you can do things such as archive your selection.

The Workflows tab of the Data Module is a great way for you to view an overview of multiple Workflows at once - this could be multiple Workflow Templates and/or multiple Companies.

Use your knowledge of filters, folders and grouped view to organise your Workflows.

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The example above shows "All Workflows" organised into groups according to the Workflow Template.

The example below shows a filter created for a specific Workflow Template targeting End Users ("New User Onboarding" in this case), grouped by Company.

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When viewing Workflows in the Data Module like this (rather than in the Workflows Module), as well as the advantages of grouping in this way, you can also select your choice of columns (fields on the Workflow model) within the filter.

Standard Workflow fields such as "Status", "Percent Done" and "Owner" show graphically, and the "Start Date" also informs you how many days ago this was, so you can very easily compare this with "Expected Days".

Here is an example:

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Whatever view you have created in the Workflows tab of the Data Module, you can click on the icon of 4 horizontal lines on the left-hand side to open (and edit) the Workflow in question:

Some bulk update options are available too. For example, you can select your choice of Workflows, and then archive them all at once:

The Actions Module is a great place for you to view and manage all your tasks, including task steps from Workflows. You can easily view all tasks related to you (or your team, or a specific team member - note the portfolio filter in the top left), organised by date, combined from all Workflows (and other tasks not related to Workflows).

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There's a quick filter you can select at the top, to filter on tasks from Workflows in general.

It's also easy to create a custom filter to show tasks from a specific Workflow Template (e.g. Enterprise Onboarding) or collections of Workflow Templates (e.g. you could make an Onboarding filter containing tasks from the "Enterprise Onboarding", "Mid-Market Onboarding" and "SMB Onboarding" Workflow Templates).

It's also very straightforward to combine this with the Company filter at the top of the page, to see tasks associated with a specific Company (e.g. Apple) or Company filter (e.g. UK Companies).

To learn more about managing tasks in the Actions Module, see this article.

In Sequences (and Projects targeting End Users), you can have email steps. Here, we'll consider two elements:

The first - and most obvious place - you can view email steps in Planhat is within the Workflows themselves! When you open up a relevant Workflow from one of the places discussed earlier in this article - a Profile, the Workflow Module, or the Workflows tab of the Data Module - you'll see each email step listed as part of the Sequence (or Project), and you can make changes to the email directly from here - we'll look at actions you can take in the next section.

In addition, you can see individual emails:

In many cases with Workflow email steps, once the Workflow Template has been applied to a specific customer, you don't need to do anything - the appropriate emails will be sent at the appropriate time.

However, if you've set an email step to "After manual approval", you will need to manually approve it. You can do this via the places mentioned above - so it's your choice if you prefer to look at a specific Workflow to approve an email, or alternatively go through the Conversations Module folder of all the emails you need to approve.

In addition, before emails are sent, you can make changes:

Pause, edit and delete buttons shown in the "Scheduled" folder of the Conversations Module

Example of approving an email from the Conversations Module

Example of approving an email (with other options shown) directly from the Workflow