Important: Before you start configuring workflows, learn how to configure statuses.
Workflow is a collection of statuses that tasks move through stages during their lifecycle. Unless a status is part of a workflow, users won't see it when they want to move a task to that particular status. In a freshrelease project, users can create multiple workflows, one for each and have one assigned to every task type.
What is a typical workflow for teams?
- Simple workflow
task". You will have a default simple workflow which you can edit and use based on your team needs after adding a custom status.
Note : Some times there might be scenarios where you want a task to go back to the previous state (eg: In review -> In progress). For these cases, you can setup a reverse status transition like, In review -> In progress as well.
What are status transitions?
The movement of a task from one status to another status is called a status transition. The number of statuses a task can move to, from a particular status is called possible status transitions.
What are workflow transition rules? how to set them up?
You can take control over how your tasks behave as they are progressing through the workflow by customizing transitions. These are workflow transition rules.
Here are the quick steps for you to set them for an existing or a new workflow that you are adding
STEP 1: Start by clicking on the edit workflow option given to you
STEP 2: Click on the lightning bolt icon which represent the transition rules to be set
Step 3 : Add all the necessary information here as to:
a) Who can execute the transition, the options here would be Anyone by default. If not it could be the code reviewers or product owners, or you can add customized users as well.
b) Select the conditions that needs to be checked before a transition
c) You can also add the actions to be performed after a transition happens
d) When you click Add new action you can choose from the available post functions, and set any necessary parameters. These include
1. Update property
2. Email users in a group
3. Trigger webhook
4. Create subtask
5. Add tags
1. Use a post function to update property
When a task moves from open to in progress, you can use the option of "set assignee as, set priority as" or add any other custom filed, it would automatically get updated post the transition.
2. Use a post function to email users in a group
Email users in a group as an action using placeholders of a particular components like fields, priority, assignee etc in the subject and the body of the email.
3. Use trigger web hooks
Share information easily using trigger web hooks. For example, Freshrelease wants to update something on slack using API, you can use this option.
4. Create subtasks
When a task moves from status to another for instance, open to in progress and you want three action items based on that, you can use the option of creating subtasks for the same and assign it to your team members.
5. Add tags
When a task moves from one stage to another, add tags to it to sort them easily. This is mainly used for reporting purposed.