¶ Workflow Builder – Creating & Configuring Workflows
Key Note: In Planally, creating a “project” can mean creating a contract, tender, research initiative, product, audit, or any other entity defined by your workflow. The steps below apply universally, but examples here use projects for clarity.
Workflows are the foundation of Planally. Every project and activity exists within a workflow, so creating one is the first step to organize your work. A workflow defines the structure, phases, and governance for all projects under it.
¶ Introduction to Workflow Builder
The Workflow Builder is where you design and manage the structure of your workflow. It brings together several components to ensure clarity and automation:
- Create the Workflow: Define the worfkflow name, colour, logo, and labels (e.g. Projects, Contracts, Students, Cases).
- Configure Phases: Set up lifecycle phases of the workflow.
- Add Roles: Define governance roles that can be assigned to activities and roadmaps.
- Create Swimlanes and Activities: Organize tasks and templates for execution.
- Design Roadmaps: Link phases and activities for automation.
- Publish: Make the workflow active and ready for use.
This process ensures that every project created under the workflow follows a consistent structure.
¶ Start by Adding a New Workflow
From the Planally homepage, you can create a new workflow.
¶ Steps:
- Click Add Workflow from the homepage.
- In the General section:
- Enter a Workflow Name (required).
- Choose a Workflow Colour for easy identification.
- Upload a Workflow Logo (JPEG, PNG, or GIF).
- Click Next to proceed to the Phases.
¶ Configure Workflow Phases
Every workflow in Planally consists of phases that define its lifecycle. These phases ensure standardized steps that all work in the organization must follow to complete the workflow, providing clarity and governance. If a workflow does not require multiple phases, the user can simply create a single phase to keep things streamlined.
¶ Steps:
- Add phase names in sequence (e.g., Initiation, Planning, Executing, Closing).
- Click Add Phase add phases as needed.
- Click Next to proceed to Access.
Tip: Keep phase names short and meaningful for easy navigation. Once phases are created, the number of phases cannot be changed to maintain data consistency.
¶ Set Workflow Access
Define whether workflow is Public or Private determining who can see the workflow in Planally.
- Define whether the workflow will be Public or Private.
- Public: Accessible to all users in your organisation.
- Private: Restricted to assigned users only.
- Click Next to proceed to Workflow.
¶ Define Workflow Labels
Specify what you want to manage using this workflow. It could be projects, contracts, tenders, students or any other entity based on the workflow that you are creating.
- Workflow - Singular Name (e.g., Project, Contract, Research).
- Workflow (Plural) - Plural Name (e.g., Projects, Contracts, Research).
¶ Updating Phase Names
You can update phase names anytime to reflect changes in your process via the Phases page.
¶ Steps:
- Open the workflow configuration page.
- Locate the Phases section.
- Edit the phase name or sequence number.
- Click Save to apply changes.
¶ Workflow Settings
Once your workflow is created, you can update its basic settings:
- Workflow Name: Rename the workflow if needed.
- Colour & Logo: Change colour or upload a new logo for better visual identity.
- Visibility: Switch between Public and Private access.
- Labels: Update singular and plural names for clarity.
From Workflow Settings, you can also delete the workflow. To delete the workflwo click DELETE WORKFLOW. To confirm deletion, type DELETE in the confirmation field.
Important: Deleting a workflow will permanently remove all related items (Roadmaps, Projects, Phases, Swimlanes, Templates, Activities, and Accounts). To confirm deletion, type DELETE in the confirmation field.
¶ Assign Workflow Admins
Workflow Admins are given access and control of the workflow.
¶ Steps:
- Navigate to Workflow Admins under Configuration->Workflow.
- Click Add Admin and select users from the list.
- Save changes.
Admins Can:
- Configure workflow settings.
- Manage workflow phases, swimlanes, templates, activiites, roadmaps, and roles.
¶ Create Roles
Roles define governance and responsibility within your workflow. These roles can be:
- Assigned to activities for execution.
- Linked to roadmaps for endorsement and approval policies.
¶ Steps:
- Navigate to Roles under Configuration->Projects.
- Click Add Role.
- Enter:
- Role Name (e.g., Project Manager, Approver)
- Description
- Click Save.
Tip: Define roles before creating roadmaps so they can be assigned to activities easily.
¶ Simple Config
Simple Config allows you to define attributes such as Business Segment, or Area, Document Types, Document Categories, for better categorization of data in the workflow.
¶ Steps:
- Navigate to Simple Config under Configuration->Workflow.
- Click Add Simple Config.
- Fill in required fields:
- Name
- Abbreviation
- Type (e.g., Business Segment)
- Parent (if applicable)
- Description
- Click Add to save.
¶ Best Practices & Tips
- Define Activities and Roadmaps before the team begins adding projects to ensure proper governance.
- Assign at least one Workflow Admin for governance.
- Create roles early for smooth roadmap and activity configuration.
- Review access settings regularly to maintain security.
- Use Simple Config to standardize project attributes across workflows.