Workflow & Task Automation

If you want Gryffin to work smarter and harder for you, you’ll want to check out our system of workflow automation.

You can create a task set by programming a series of tasks that will be generated whenever you create a new project, or you can create task workflows where tasks are created as your project goes through the different stages and reaches completion.

Automated Workflows

What are workflows?

Workflows are at the foundation of Gryffin, offering companies basic automation capabilities without complexities or the need for advanced programming.

Using Workflows, you can create customized task sequences that can help you take a project from conception to completion, always creating the next task in a project to keep your projects on time and always moving forward.

A workspace can have multiple workflows, each customized based on the unique activities that you need to follow to complete each project type.

Even when you have processes that are similar, the reality of project management is that projects can often require just a slight variation based on the needs of different teams, clients, or deliverables.

Within Gryffin, every workspace can have multiple workflows, and every workflow can have multiple statuses.

Statuses are the building blocks of workflows. In your workflows, you can determine the statuses that each project has to follow to completion.

Each status can generate one, or many, tasks. These tasks can be dynamically assigned to users, or directly assigned to specific users.

Let me show you. Here’s a workspace with several workflows.

To edit a workflow, you can click on the first icon.

On the left hand column, you’ll see the statuses belonging to that workflow:

Next, you can add tasks that are triggered whenever a project is assigned to a status.

You can click on and then enter all of the details of the task.

If you need your “To” “By” or “Due Date” fields to be dynamic, you can select the relevant fields to grab these dynamically from the project.

You can create dynamic due dates by selecting a date field, and then the +- selector. When the project is changed to a specific status and the tasks are triggered, the system will grab the date in the date field, and use the dynamic elements of the +- field.

How do I create a new Workflow?

Inside the workspace where you want your workflow configured, click on “Configure Workspace” and then “Workflows”.

Next, click on the red plus button:

Next, you’ll need to name your workflow, and determine if it’s associated to a specific client.

Next, click on to create a new status:

Click on “New Task” on the right hand column to edit the details for the corresponding task.

Click on save to return to the workflow editing screen.

From this screen, you can create as many statuses and tasks as you need for a given workflow.

Can I have multiple workflows for a workspace?

Yes, you can create multiple workflows for a workspace.

What does “Auto-Start” mean?

Enable “Auto-Start” if every project in a workspace begins with the same status and tasks. For example, if you enable auto start in a “Blog Content” workspace, every time a new project is created, the default status could be “New Blog Article” and this status would generate a task with “Please Write” to the writer in the Assigned to field.

This setting makes sure that every project starts on the “right foot” and that no project gets left behind with a corresponding task to kick it off.

What is a Milestone status?

A milestone status generates a task that shows up as a milestone in the project calendar as well as the milestone viewer.

If a project has many statuses to completion, making sure you hit those milestones within the deadline helps guarantee that your project will be on time.

Enabling statuses as milestones helps you create a project timeline automatically, and at a glance.

Here’s an example of a video project, with its corresponding milestone dates.

And here’s the calendar visualization.

Checking the status as a milestone highlights those tasks and dates so you can keep your project within your deadline.

What is an Approval Status?

Approval tasks enable you to create different sequences based on whether a task is approved or rejected:

On the front end, an approval task looks like this:

If the person to whom the approval task is assigned clicks on “Accept” then the workflow moves on to the next status. If it’s rejected, an “edit” status can be selected.

What does “On Approve” mean?

When a task is marked done, the automated workflows moves the project to the next, designated status.

What does “On Reject” mean?

In the same way, if a task is rejected, you can select what the designated status is. In the example below, if a task is rejected, the status becomes “Author Edits”.

In this way, projects move from status to status, generating tasks, which in turn generate email notifications, guaranteeing that no project gets left behind or falls past due.

How do I clone a workflow?

Go to your workspace, and click on the icon with 3 dots on the top right to “Configure Workspace”. Then, click on “Workflows”.

From your workspace workflows, click on the second icon to clone a workflow.

Can I have multiple tasks connected to a status?

Yes, you can have as many tasks as you need related to a status.

Above you can see an example of a status, which generates 4 different tasks.

How do I have a task inherit the name of the project?

Add {project_title} to the task section of an automated workflow, and when the task is created, it will grab the title of the project.

When viewing your tasks in the calendar or task dashboard, using this nomenclature helps you quickly scan and understand your scheduled tasks.

How can I create dynamic tasks assigned to users selected in projects?

In the “To” section of the task creation, click on the drop down and select the name of the user field that you designated in your workspace.

These will populate dynamically based on the different user fields in your workspaces.

In the project, once you designate a user, the tasks will be dynamically assigned to that user.

How do I assign dynamic dates to tasks from worfklows?

In the “Due Date”, select the desired date field that you assigned in the workspace. Next, select whether you want the task to be created +- days.

When the project is created, the system will look at todays date, calculate the dates based on what you entered in the +-, and assign the actual dates to the tasks.

Can I archive workflows, and where can I see my archived workflows?

You can archive workflows by clicking on the Archive icon next to the desired workflow, and view them by clicking on the same icon above.

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