This article is part of a series on Workflows:

Click below to jump to the relevant section:

Once a Workflow Template has been applied to a Company, End User or other record, a copy of the Workflow is made for that record, tasks/emails are created as appropriate, and relevant data (e.g. task due dates and owners) is filled in.

But how do you then manage these Workflows? Where can you view and edit your tasks from Workflows? How can you approve or make changes to emails? How can you see an overview of all the Workflows you're responsible for? This article will take you through the practical details of where in Planhat you can view Workflows and work with them.

If you are viewing an individual record (e.g. a Company or an End User), you can potentially* view its associated Workflows, whether you're looking at a Full-Page Profile or a Preview. We show you some example screenshots below. In each case, you can click on a Workflow name to open it up - so you can see its details and also interact with it (e.g. mark tasks as complete).

*Note that you (as a Planhat builder/admin) configure the layouts of Full-Page Profiles and Previews, so if you can't see Workflows then check whether or not they are currently included in the layout, and add them in if necessary. We describe this in more detail below.

Click the image to view it enlarged

Click the image to view it enlarged

By default, only active (non-archived) Workflows are shown, but you can easily adjust this by clicking on the filter symbol:

You can also archive or unarchive a Workflow from Company and End User Profiles by clicking on the three vertical dots (vertical ellipsis) on the right-hand side of the Workflow bar, and selecting either "Archive" or "Unarchive" as appropriate.

Note that, at time of writing, for many data models, Previews are the only option for viewing individual records (as Full-Page Profiles are not available). Workflows are often not included in default Preview layouts, so add them in if desired (as shown in the next part of this article).

To add the Workflows section to Full-Page Profiles and/or Previews, you (as a Planhat builder/admin) should go to the "Data Model" Global Tool, select your choice of data model in the column on the left, and go to the Profile tab. Here you can edit the layout of Previews (example screenshot below) and Full-Page Profiles. For further details of this process, see here and here.

Click the image to view it enlarged

If you would like to view Workflows applied to multiple records (e.g. multiple Companies) at a time, you can view Workflows in a table, either in the Data Explorer if you want a temporary table, or a Data Table Page or Grouped List Page if you would like something more permanent (part of a View/Section).

Whether you are working in the Data Explorer or one of these Pages, you can apply grouping and filters to help you organise your Workflows.

Click the image to view it enlarged

From these tables, simply click on the Workflow "Name" cell to open up the Workflow's Full-Page Profile, or mouse over the "Name" call and select the Preview button to open up its Preview (shown below).

Some bulk update options are available too. For example, you can select your choice of Workflows, and then archive them all at once (shown below).

Click the image to view it enlarged

"Calendar" is a key place where you can manage all your tasks in Planhat - whether tasks from Workflows or not from Workflows. You can read all about the Calendar in our separate article here.

There is a built-in quick filter that enables you to easily filter the tasks here so that you are only looking at the ones that are part of Workflows.

Click the image to view it enlarged

In Sequences (and Projects targeting End Users), you can have email steps. Here, we'll consider two elements:

The first - and most obvious place - you can view email steps in Planhat is within the Workflows themselves! When you open up a relevant Workflow from one of the places discussed earlier in this article, you'll see each email step listed as part of the Sequence (or Project), and you can make changes to the email directly from here - we'll look at actions you can take in the next section.

In addition, you can see individual emails:

In many cases with Workflow email steps, once the Workflow Template has been applied to a specific customer, you don't need to do anything - the appropriate emails will be sent at the appropriate time.

However, if you've set an email step to "After manual approval", you will need to manually approve it. You can do this via the places mentioned above - so it's your choice if you prefer to look at a specific Workflow to approve an email, or alternatively go through the Email Manager to see all the emails you need to approve.

In addition, before emails are sent, you can make changes:

There is a Page type called a Workflow 360 Page. Each Workflow 360 Page displays a single Workflow (one that's running on a particular record, e.g. a Workflow for Company X). This is useful for sharing with that Company in a Portal. For further details about sharing Workflows to Portals, either manually or automatically, see our separate articles here and here.

Click the image to view it enlarged

Another use case for Workflow 360 Pages is for Implementation teams (or others) who are running specific Projects - you could have a View with relevant Workflow 360 Pages as the tabs.

Remember, you view, create and manage your Workflow Templates via the "Workflows" Global Tool for admins, which you can read about in our separate article here.