Introduction
In the previous lesson, you identified and visualized your process by defining major work steps, minor work steps, hand-off points, and the data required to support them.
In this lesson, you’ll begin translating that preparation into a configured Workflow Project. You’ll learn how Document Types are created, how fields are added to capture the data you identified, and how statuses are customized to reflect your unique workflow.
The goal of this lesson is not to design your process, but to implement the decisions you’ve already made.
Accessing Configuration
Workflow’s configuration lives directly within the application and can be accessed by users with the appropriate permissions.
Configuration is shown as a Gear icon in the bottom-left corner of the screen and is only visible if the user’s Role includes configuration permissions.
Jobs and Tasks
Jobs and Tasks are the fundamental records for data in Workflow, with Tasks residing within Jobs. These are the interface for your users to input data.
Jobs are typically used for the bigger picture items that your project tracks or outputs while Tasks are the smaller pieces of work done during the process of completing a Job.
Example: Your project has Jobs for selling cars. Each Job contains smaller Tasks such as Inspections, Test Driving, Financing, and Documentation.
Since you've identified your major and minor work steps and hand-off points, the next step is creating Job & Task Types to represent them in Workflow.
To create a Job Type:
Click Job Types
Click Create Job Type
To create a Task Type:
From within a Job, Click Task Types
Click Create Task Type
Identifier Key
The Identifier Key gives each Job a unique identifier and must be at least 3 letters.
Whenever a new Job is created, Workflow appends a number to the Identifier Key to ensure uniqueness.
Important:
Any Jobs or Tasks created within a Job Type will increase the identifier.
Ex. Job: XXX-1, Task: XXX-2, Task: XXX-3, Job: XXX-4
Fields
Fields are the units of data storage for Document Types. Each Field has a name and allows users to input information when interacting with a Document.
In the Preparing Configuration lesson, you identified what data is important to capture at each step. Fields are how that data is implemented.
To create a Field:
Click Add Field
Click New Field
Fields appear within a Document’s form as labeled input boxes.
Field Naming
Field names can be concise and descriptive, such as “Completion Date.”
They can also be phrased as questions to guide user input, such as “Are the photos good quality?”
Clear naming makes documents easier to understand and reduces ambiguity for users completing work.
Fields also include tooltips, which provide additional context when hovered over. Tooltip content is configured alongside the field’s name and settings.
Field Types
Field Types determine what kind of data a Field can store. A full list of Field Types is available in the Help Center.
When implementing the data you identified earlier, choose the Field Type that best matches the intended input. Restricting data types helps keep information clean, consistent, and usable for reporting, outputs, and automation.
Document Layout
Documents are organized into three display areas:
Form
Reference
Header
Each display area contains Sections, which group related fields together.
Layout decisions should support how users interact with the process and how information is handed off between roles.
Form
The Form is the primary area for data input and active work. The Task Module is a default section within this area.
This is where users complete the work associated with the current step of the process.
Reference
The Reference area displays supporting information and appears in the Document’s side panel. It can be hidden and cannot be interacted with unless the user has specific permissions.
Reference fields often store data identified during planning as important context—such as key dates or shared metadata—that should remain visible across hand-offs.
Header
The Header displays up to five fields at the top of the Document. Like the Reference area, it is read-only without specific permissions.
Because Header fields are always visible, they are best used for the most critical referential data identified during process planning.
Creating Sections and Fields
Click Add Section to create a new Section
Name your Sections clearly
Drag Sections to reorder them
Drag Fields into Sections
Reorder Fields within or across Sections as needed
Status Workflows
Statuses represent how work progresses through your process.
Each Document Type includes default statuses grouped into Status Categories: New, In Progress, and Complete.
Statuses are the operational version of the process map you created during preparation.
New
The New status is the default for all newly created Jobs and Tasks. This status cannot be modified.
In Progress
In Progress statuses are blue and represent active work. You can create and edit these freely to reflect the internal steps of your process.
Adding multiple In Progress statuses allows you to mirror the progression you identified in your workflow planning.
Complete
Complete statuses are green and indicate finished work. Documents in a Complete status cannot be edited, and no new Tasks can be added.
Jobs cannot be marked Complete until all associated Tasks are complete. If attempted, a warning is displayed.
Status Transitions
Statuses can be connected to form a status workflow. These connections guide users by limiting which statuses can be selected next.
Statuses can also be marked as Always Available, indicated by Any, allowing them to be selected regardless of the current status.
From statuses determine where a transition can originate
To statuses determine where a status can transition next
Transition rules define how Documents move between statuses.
Clicking a connection line between statuses allows you to add rules that enforce the logic you identified during planning.
If a rule is not met, the user is shown a warning explaining what must be completed before the transition is allowed.
Example:
To prevent a Job from transitioning to Completed until a required field is filled out, you can add a transition rule that checks for data in that field.
To configure a Transition:
Click a connection line between statuses (or Any)
Name the Transition
Click the + icon to add a rule
Follow the module to define the condition
Audit Log
The Audit Log records all configuration changes, including:
Timestamp
User
Affected item
This log helps track when changes were published and provides visibility into how configuration evolves over time.
Imports
After configuration is complete, Imports allow you to populate your workflow with data at scale.
Imports can create or update large numbers of Documents in a single upload and are often used to operationalize recurring or externally identified work.
To use Imports:
Click Imports
Click Import
Select a Template Type
Upload a file
Wrap Up
Now you know:
How to create Jobs and Tasks that reflect your work structure
Ways of configuring Status Workflows
Where to reference all configuration changes
Check Your Understanding
In this lesson you learned about:
Customizing Templates in Workflow
How Fields and Display Areas affect a Document
Using imports to update or create large amounts of data
Next up:
The next lesson of this course covers how to optimize a Workflow project by creating automations to perform automatic actions and by using other Templated features for consistent and repeatable processes.