Task Workflows

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Task Status Stages

Tasks move through several standard stages:

1. Open: Newly created tasks awaiting action
2. In Progress: Tasks currently being worked on
3. Under Review: Tasks pending verification
4. Completed: Successfully finished tasks
5. Blocked: Tasks that cannot proceed
6. Cancelled: Terminated or obsolete tasks

![Task Status Flow] Diagram showing the progression of tasks through different status stages

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Status Management

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Status Properties

Each status has specific properties:

• Label: Display name
• Description: Status meaning
• Color: Visual indicator
• Stage: Workflow phase
• Automation Rules: Associated actions

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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

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Task Priorities

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Priority Levels

Tasks can be prioritized as:

1. Critical
   • Immediate action required
   • High business impact
   • Time-sensitive issues
2. High
   • Urgent but not critical
   • Significant impact
   • Near-term deadlines
3. Medium
   • Standard priority
   • Moderate impact
   • Flexible timeline
4. Low
   • Non-urgent
   • Minimal impact
   • Background tasks

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Priority Management

Effective priority handling:

• Regular priority reviews
• Escalation procedures
• Impact assessment
• Resource allocation

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Workflow Automation

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Automated Actions

Configure actions for:

• Status changes
• Priority updates
• Assignment changes
• Deadline modifications
• Notification triggers

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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

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Task Dependencies

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Types of Dependencies

1. Finish to Start
   • Task B can’t start until Task A finishes
   • Most common dependency type
2. Start to Start
   • Tasks must start together
   • Parallel activities
3. Finish to Finish
   • Tasks must finish together
   • Coordinated completion
4. Start to Finish
   • Rare, specialized dependency
   • Complex relationships

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Managing Dependencies

Best practices include:

• Clear documentation
• Visual representation
• Impact analysis
• Change management

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Progress Tracking

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Completion Metrics

Monitor task progress through:

• Percentage complete
• Milestone achievement
• Time tracking
• Quality metrics

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Progress Updates

Regular updates should include:

• Status changes
• Work completed
• Blockers identified
• Next steps planned

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Team Collaboration

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Assignment Rules

Task assignment considers:

• Team member skills
• Current workload
• Availability
• Domain expertise

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Handoff Procedures

When transferring tasks:

1. Document current status
2. Brief new assignee
3. Transfer resources
4. Update stakeholders

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Reporting and Analytics

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Workflow Metrics

Track key indicators:

• Cycle time
• Lead time
• Resolution time
• Blockers
• Efficiency

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Performance Analysis

Analyze workflow health:

• Bottleneck identification
• Resource utilization
• Quality metrics
• Team performance

![Workflow Analytics] Screenshot showing workflow analytics dashboard

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Best Practices

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1. Status Management

• Use clear status definitions
• Regular status updates
• Proper documentation
• Timely transitions

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2. Priority Handling

• Regular priority reviews
• Clear escalation paths
• Resource alignment
• Impact assessment

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3. Workflow Efficiency

• Minimize bottlenecks
• Automate routine tasks
• Clear communication
• Regular reviews

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4. Team Coordination

• Clear responsibilities
• Effective handoffs
• Regular updates
• Team visibility

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Configuration

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Setting Up Workflows

1. Define status stages
2. Configure transitions
3. Set up automation
4. Test workflows
5. Train team members

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Customization Options

Adapt workflows for:

• Team preferences
• Project requirements
• Organization needs
• Compliance rules

For more information on working with tasks, see Working with Tasks.