⏳ This feature is in early release for some Teamwork.com accounts.
✔️ Available (with limits) on Deliver, Grow, and Scale subscriptions. 1
See the "Workflows feature access" section below for more information.

What
A custom set of stages that can be applied to multiple projects (and the tasks within them). Build custom workflows to track work through stages and manage tasks across different projects in one place.
Why
  • Workflows give you the opportunity to replicate the key processes you and your team use to manage projects and fulfil client work.
  • Efficiently manage tasks through their next stage of progress without having to dive into each project.
  • Reduce manual and repetitive work by applying automations to take actions on tasks as they move to individual stages.
Who
  • Site admins (in the owner company) can view and manage all workflows and apply workflows to any project. They can view and manage all tasks across all projects through workflow stages.
  • Site admins (in external companies / clients) can view all workflows. They can apply workflows to projects they're a member of. They can view and manage tasks from projects they're a member of through workflow stages.
  • Project admins can view all workflows. They can view and manage tasks from projects they're an admin on through workflow stages.
  • Standard users and client users can view all workflows. They only see tasks from projects they're a member of.
    • They can move tasks between workflow stages if they have permission to edit tasks on the associated project.
  • Standard users with the profile permission to:
    • Manage workflows (allows users to manage all workflows (names, stage names, active stages, automations).
      📝 You can only apply a workflow to projects you're a project admin on and also have the profile permission to manage workflows.
When
Create a custom workflow for each project lifecycle you and your team follow. Ex. Build out workflows that focus on department or team projects or individual client portfolios.
What
A custom set of stages that can be applied to multiple projects (and the tasks within them). Build custom workflows to track work through stages and manage tasks across different projects in one place.
Why
  • Workflows give you the opportunity to replicate the key processes you and your team use to manage projects and fulfil client work.
  • Efficiently manage tasks through their next stage of progress without having to dive into each project.
  • Reduce manual and repetitive work by applying automations to take actions on tasks as they move to individual stages.
Who
  • Site admins (in the owner company) can view and manage all workflows and apply workflows to any project. They can view and manage all tasks across all projects through workflow stages.
  • Site admins (in external companies / clients) can view all workflows. They can apply workflows to projects they're a member of. They can view and manage tasks from projects they're a member of through workflow stages.
  • Project admins can view all workflows. They can view and manage tasks from projects they're an admin on through workflows.
  • Standard users and client users can view all workflows. They only see tasks from projects they're a member of.
    • They can move tasks between workflow stages if they have permission to edit tasks on the associated project.
  • Standard users with the profile permission to:
    • Manage workflows (allows users to manage all workflows (names, stage names, active stages, automations).
      📝 You can only apply a workflow to projects you're a project admin on and also have the profile permission to manage workflows.
When
Create a custom workflow for each project lifecycle you and your team follow. Ex. Build out workflows that focus on department or team projects or individual client portfolios.

Workflows feature access

Teamwork.com plan
Number of global workflows
Deliver & Pro
1 global workflow
Grow & Premium
3 global workflows
Scale & Enterprise
Unlimited global workflows

The actions you can perform with workflows depends on your permissions.

Workflows feature
Site admin (owner company)
or
Manage workflows permission		Standard or client users (without workflow permission)
Access Site settings > Workflows
✔
✗
View Everything > Board 1
✔
✔
Create a workflow
✔
✗
Edit a workflow
✔
✗
Delete a workflow
✔
✗
Apply a workflow to a project 2
✔
✗
Map workflow stages
✔
✗
Create workflow automations
✔
✗
Workflows feature
Site admin
or
Manage workflows permission		Standard or client users (without workflow permissions)
Access Site settings > Workflows
✔
✗
View Everything > Board 1
✔
✔
Create a workflow
✔
✗
Edit a workflow
✔
✗
Delete a workflow
✔
✗
Apply a workflow to a project 2
✔
✗
Map workflow stages
✔
✗
Create workflow automations
✔
✗
1. Only tasks you have permission to view are visible to you in Everything > Board. The ability to create tasks in stages or move tasks between stages is dependent on your task permissions on each project.
2. Site admins in external companies / clients can only apply workflows to projects they're a member on.

Site settings ~ Workflows

Create (and manage) workflows with custom stages relevant to subsets of projects.

🔑 Accessible to site admins and standard users with permission to manage workflows.
 
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Everything ~ Board

View your site's workflows in a cross-project Board view. Easily switch between workflows to view the corresponding stages & tasks currently sitting within each stage.

Depending on your per-project permissions, you can also manage individual tasks directly from this view and move them between stages as they progress.




Project ~ Board view

View a project's individual Board and the workflow it's currently associated with (if set).

Depending on your project permissions, you can also manage individual tasks and move them between stages as they progress.

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1. Also available on legacy subscriptions: Pro, Premium, Enterprise.