Task Workflows
This guide explains how tasks progress through different stages and how to manage task workflows effectively.
Task Status Stages
Tasks move through several standard stages:
- Open: Newly created tasks awaiting action
- In Progress: Tasks currently being worked on
- Under Review: Tasks pending verification
- Completed: Successfully finished tasks
- Blocked: Tasks that cannot proceed
- Cancelled: Terminated or obsolete tasks
![Task Status Flow] Diagram showing the progression of tasks through different status stages
Status Management
Status Properties
Each status has specific properties:
- Label: Display name
- Description: Status meaning
- Color: Visual indicator
- Stage: Workflow phase
- Automation Rules: Associated actions
Status Transitions
Valid status changes include:
- Open → In Progress
- In Progress → Under Review
- Under Review → Completed
- Any Status → Blocked
- Any Status → Cancelled
![Status Transitions] Diagram showing valid status transitions and conditions
Task Priorities
Priority Levels
Tasks can be prioritized as:
-
Critical
- Immediate action required
- High business impact
- Time-sensitive issues
-
High
- Urgent but not critical
- Significant impact
- Near-term deadlines
-
Medium
- Standard priority
- Moderate impact
- Flexible timeline
-
Low
- Non-urgent
- Minimal impact
- Background tasks
Priority Management
Effective priority handling:
- Regular priority reviews
- Escalation procedures
- Impact assessment
- Resource allocation
Workflow Automation
Automated Actions
Configure actions for:
- Status changes
- Priority updates
- Assignment changes
- Deadline modifications
- Notification triggers
Trigger Events
Automation can be triggered by:
- Time-based events
- Status changes
- User actions
- External events
- Related task updates
![Workflow Automation] Screenshot showing workflow automation configuration
Task Dependencies
Types of Dependencies
-
Finish to Start
- Task B can’t start until Task A finishes
- Most common dependency type
-
Start to Start
- Tasks must start together
- Parallel activities
-
Finish to Finish
- Tasks must finish together
- Coordinated completion
-
Start to Finish
- Rare, specialized dependency
- Complex relationships
Managing Dependencies
Best practices include:
- Clear documentation
- Visual representation
- Impact analysis
- Change management
Progress Tracking
Completion Metrics
Monitor task progress through:
- Percentage complete
- Milestone achievement
- Time tracking
- Quality metrics
Progress Updates
Regular updates should include:
- Status changes
- Work completed
- Blockers identified
- Next steps planned
Team Collaboration
Assignment Rules
Task assignment considers:
- Team member skills
- Current workload
- Availability
- Domain expertise
Handoff Procedures
When transferring tasks:
- Document current status
- Brief new assignee
- Transfer resources
- Update stakeholders
Reporting and Analytics
Workflow Metrics
Track key indicators:
- Cycle time
- Lead time
- Resolution time
- Blockers
- Efficiency
Performance Analysis
Analyze workflow health:
- Bottleneck identification
- Resource utilization
- Quality metrics
- Team performance
![Workflow Analytics] Screenshot showing workflow analytics dashboard
Best Practices
1. Status Management
- Use clear status definitions
- Regular status updates
- Proper documentation
- Timely transitions
2. Priority Handling
- Regular priority reviews
- Clear escalation paths
- Resource alignment
- Impact assessment
3. Workflow Efficiency
- Minimize bottlenecks
- Automate routine tasks
- Clear communication
- Regular reviews
4. Team Coordination
- Clear responsibilities
- Effective handoffs
- Regular updates
- Team visibility
Configuration
Setting Up Workflows
- Define status stages
- Configure transitions
- Set up automation
- Test workflows
- Train team members
Customization Options
Adapt workflows for:
- Team preferences
- Project requirements
- Organization needs
- Compliance rules
For more information on working with tasks, see Working with Tasks.