Everything you need to know about creating and managing workflows in WorkflowHero.
A workflow is a structured process that defines how work gets done in your organization. Think of it as a digital blueprint that guides tasks from start to finish, ensuring nothing falls through the cracks.
Stages represent the steps in your workflow. Each stage can require approval, collect information, or simply document progress. Workflows progress through stages sequentially.
Example stages for invoice approval:
Each stage can have one or more team members assigned to approve, review, or complete it. Assignees receive notifications when action is needed.
Collect structured information at any stage using custom forms. Perfect for gathering employee details, project requirements, or feedback.
Attach relevant files, contracts, or supporting documents to workflows. All team members can access these documents throughout the workflow lifecycle.
From your dashboard, click the "New Workflow" button in the top right.
Give your workflow a clear, descriptive name and add details about its purpose.
Define the steps in your process. Start simple - you can always add more later.
Choose who needs to approve or review each stage.
Add custom form fields to collect specific information.
Review your workflow and click "Save" or "Activate" to make it live.
Keep workflows organized by creating folders. Group workflows by department, project, or any other category that makes sense for your team.
Stay informed with real-time notifications:
Monitor workflow performance with built-in analytics. Track completion times, bottlenecks, and team productivity to continuously improve your processes.
Workflows can have different statuses throughout their lifecycle:
Currently in progress, awaiting approvals or actions
All stages approved and workflow finished successfully
Workflow stopped before completion (can be reopened)
Temporarily on hold, can be resumed at any time