1 Overview
Use the Workflow field to define stages and track progress in real time. You can configure per-stage fields and per-stage assignees to keep your process organized and efficient. Common scenarios:- HR / admin approvals — for leave or expense approvals, design stages like “Submit → Department review → Finance review → Archive”. Each stage has its own fields (leave type, expense receipts) and approver (manager, finance specialist), making the process transparent and minimizing miscommunication.
- Cross-team project work — at project kickoff, design stages like “Requirements review → Resource allocation → Task assignment → Acceptance”. For example, “Requirements review” requires uploading the spec and assigns a PM; “Resource allocation” requires the department head to confirm headcount budget. Field constraints + permissions prevent missed info and shorten cross-team cycles.
2 Basics
2.1 Add a workflow field
Click ➕ in the upper-right of the title bar — pick Workflow. The configuration dialog opens.2.2 Configure the workflow field
2.2.1 Add / delete stages
The configuration starts with 4 stages by default — up to 10 are supported. Right-click a stage tag — pick Add stage to the left / right to insert one, or Delete to remove the current stage. Click ➕ between two stage tags to insert a new stage there.2.2.2 Reorder stages
Click and hold a stage tag — drag to its new position.2.2.3 Appearance
Click a stage tag — pick a background color. Click the palette icon to the right of the stage name to set its color.2.2.4 Permissions
Under Who can complete this stage, pick anyone with edit permission on this field or a specific member field. With member field, pick from the table’s existing member fields (only one for now — no multi-select). Note: with advanced permissions off, users with edit permission can configure stages; with advanced permissions on, only users with manage permission can.2.2.5 Stage-displayed fields
Under Fields displayed in this stage, click Add field to add multiple fields, mark them as required as needed, drag the title to reorder, or hover and click X to remove.2.2.6 Configure end / abort states
Click Configure end and abort states to set what shows when the workflow ends or is aborted, and who has abort permission — pick anyone with edit permission on this field or a specific member field.2.3 Edit the workflow field
Right-click the field title or click the dropdown — copy, delete, hide, etc.3 Scenarios
3.1 Track when a stage was completed
Combine the workflow field with automation to record the timestamp when a specific stage completes. Steps:- Add a date field for the stage’s completion timestamp (e.g. “Contract signed”).
- Set the automation trigger to “When a record changes” — watch the workflow field, fire when it equals the “Contract signed” stage.
- Set the action to “Update record” — pick the date field and write today (the trigger time).
- Run the automation.
3.2 Auto-display project progress percentage
Use the IFS formula to display a percentage based on the current stage. Reference formula:IFS([Workflow]="Stage 1","25%",[Workflow]="Stage 2","50%",[Workflow]="Stage 3","75%",[Workflow]="Stage 4","100%")
Once the formula is entered, the percentage updates automatically based on the workflow stage.
4 FAQ
- Q: How many stages can a workflow field have? A: Up to 10.
- Q: Who can configure stages? A: Without advanced permissions, anyone with edit access can. With advanced permissions on, only those with manage access can.