Flows

A flow is a shared queue of work for a group of people: support requests, quotes to prepare, documents to check. Instead of choosing a person for every task, you put the task in the flow and the flow's rule decides who does it.

Flows are on the Flows tab of the Tasks page.

Each card shows the flow's rule, its members, and how many tasks are waiting, open, overdue and done.

How tasks are handed out

Each flow has one of four rules:

• Members pick: new tasks wait in the queue until a member takes one. Members are told when a task arrives.
• Round robin: each new task goes to the next member in turn.
• Lead assigns: new tasks wait for the flow's lead, who is told to hand them out.
• Least loaded: each new task goes to the member with the fewest open tasks.

Create a flow

Owners, admins and managers can create flows.

1. On the Flows tab, press New flow.
2. Type a Name and, if you like, What it is for.
3. Choose a rule under How tasks are handed out.
4. Choose the Lead and add the Members.
5. Leave Active ticked, and press Create flow.

To change a flow, open it and press Edit. Owners, admins, managers and the flow's lead can do this. Untick Active to pause a flow; Delete removes the flow, and its tasks stay.

Put a task in a flow

1. Open the flow and press Task into this flow, or press New task on the Tasks page and choose the flow under More options → Flow.
2. Fill in the rest and press Create task.

Choosing the flow fills in the form from the flow's own settings:

• Responsible is set to Let the flow decide, so the flow's rule picks the person.
• Priority is the flow's Priority.
• I accept the result is ticked if the flow has Creator accepts results.
• Deadline is set from the flow's Tasks due in (days), if it has one.

You can still change any of them before you create the task. If you choose a person in Responsible, the task goes straight to that person and the flow's rule is not used.

Take or hand out tasks

Open a flow to see its queue.

• Waiting lists tasks nobody has yet. Members press Take it to make a task theirs. In a Lead assigns flow there is no Take it; the lead hands tasks out.
• Owners, admins, managers and the flow's lead can use Give to… to hand a task to a member.
• In work lists the flow's open tasks that someone already has.
• Members on the right shows the lead, and how many open tasks each member has.

← All flows takes you back to the list.