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 or End User, a copy of the Workflow is made for that customer, 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 looking at one specific Company or End User and would like to view their Workflows, note that Workflows are typically included in Full-Page Profiles - examples shown below. They can also potentially be included in Previews. Note that layouts of these can be edited in the "Data" Global Tool - you can read more about that process here and here.

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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.

This "Workflows" section in Profiles is great, as you can see at a glance which Workflows have been applied to the Company or End User in question, and who the owner is of each Workflow; plus, you can very easily click into the Workflow itself (by clicking into the progress bar showing the percentage). Once you've opened a Workflow, you can interact with it: make changes.

In upgraded Planhat (ws.planhat.com), 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.

If you would like to view the Workflows applied to multiple customers at a time, you can view the 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.

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From these tables, simply click on the Workflow "Name" cell to open up its 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).

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The "Calendar" Home feature is where you manage Tasks in upgraded Planhat (ws.planhat.com) - 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 you are only looking at the ones that are part of Workflows.

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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:

In upgraded Planhat (ws.planhat.com), there is also 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. Another typical use case is for Implementation teams (or others) who are running specific Projects - you could have a View with relevant Workflow 360 Pages as the tabs.