Workflow Management
In TaskOPad, Workflow Management is a feature that allows you to create, customize, and automate a sequence of tasks or processes, ensuring work moves smoothly from one stage to another. It helps define clear steps, assign responsibilities, track progress visually, and maintain accountability, enabling teams to streamline operations, avoid delays, and improve overall efficiency.
To start using Workflow Management in TaskOPad, go to the Task List, click the three dots menu, and select Workflow Management.
You will see two main options:
Task to Task
Task to Subtask
Under Task to Task, there are two workflow types:
On Status
Day Gap
1. On Status
The On Status workflow allows you to create templates that trigger task generation based on the status change of a main task.
Steps to create an On Status template:
Click Add Template.
Select the Main Task Status — this is the status that will trigger the workflow.
Set the Template Task Status — this will be applied to the tasks generated from the template.
Add tasks in the template with their Start Date, End Date, Predefined Assignee/Department, and Followers.
Example:
Create a template called Process of Manufacture – 100 Qty.
Set Main Task Status to In Progress.
Set Template Task Status to Closed.
In the template, add the first process: Collection of Raw Material, with start and end dates, and assign it to a predefined department or person.
Add the second process: Fabric Dye – 100 Meter, with its own dates and assignments.
How it works:
When the main task’s status changes i.e Process of Manufacture – 100 Qty to In Progress, the Collection of Raw Material task is automatically generated.
Once that task is Closed, the Fabric Dye – 100 Meter task is generated automatically.
This sequence continues for all processes defined in the template, ensuring the entire workflow runs automatically in the right order.
2. Day Gap
The Day Gap workflow allows you to create templates where each task in the process is generated after a fixed number of days from the start of the previous task.
Steps to create a Day Gap template:
Click Add Template.
Add the first process task with its Day Gap, Start Date, End Date, Predefined Assignee/Department, and Followers.
Continue adding all the process tasks in the required sequence, each with its own gap days, dates, assignee, and followers.
Example:
Create a template called Order Fulfilment Process.
Created the main task today. Based on the created date, the Order Confirmation task has a gap of 1 day, so it will be generated tomorrow.
First process: Order Confirmation — Day Gap: 1, with start and end dates, assigned to the Sales team.
Second process: Packaging — Gap of 2 days after the Order Confirmation task starts, assigned to the Operations team.
Third process: Dispatch — Gap of 1 day after the Packaging task starts, assigned to the Logistics team.
How it works:
When you create the main task, the first process task will be generated based on the number of day gaps set in the template for Order Confirmation.
Once the Order Confirmation task starts, TaskOPad waits for 2 days (as per the gap) and then automatically generates the Packaging task.
1 day after Packaging starts, the Dispatch task is generated automatically.
Note: Once templates are created, you can also share them with your team members.
Under Task to Subtask, there are two workflow types:
On Status
Day Gap
1. On Status
The Task to Subtask – On Status workflow allows you to automatically generate subtasks under a main task whenever the main task’s status changes to a specific value. This is useful when a single main task contains multiple smaller steps that should be triggered based on its progress.
Steps to create an On Status template:
1. Go to Workflow Management and select Task to Subtask.
2. Choose On Status.
3. Click Add Template.
4. Select the Main Task Status — this is the status change that will trigger subtask generation.
5. Select the Subtask Status — this will be the default status for the generated subtasks.
6. Add the subtasks you want to generate, each with their Start Date, End Date, and Predefined Assignee/Department.
Example:
· Create a template called Website Development – Design Phase.
· Set Main Task Status to In Progress.
· Set Subtask Status to Open.
· Add subtasks:
1. UI Wireframe Creation – Start Date: Day 0, End Date: Day 2, assigned to the Design team.
2. UI Review & Approval – Start Date: Day 3, End Date: Day 4, assigned to the Project Manager.
How it works:
· When the Website Development main task’s status changes to In Progress, TaskOPad automatically generates the defined subtasks with the assigned dates and team members.
· Each subtask can then be worked on independently while staying linked to the main task.
2. Day Gap
The Day Gap workflow allows you to create templates where each subtask in the process is generated after a fixed number of days from the start of the main task.
Steps to create a Day Gap template:
Click Add Template.
Add the first subtask with its Day Gap, Start Date, End Date, and Predefined Assignee/Department.
Continue adding all the subtasks in the required sequence, each with its own gap days, dates, and assignee.
Example:
Create a template called New Employee On boarding.
Create the main task today. Based on the created date, the Collect Documents subtask has a gap of 0 days, so it will be generated today itself.
First subtask: Collect Documents — Day Gap: 0, with start and end dates, assigned to HR.
Second subtask: System Setup — Gap of 2 days after the main task starts, assigned to the IT team.
Third subtask: Team Introduction — Gap of 5 days after the main task starts, assigned to the Reporting Manager.
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