Workflows
What Are Workflows?
In PLANTA pulse, workflows can be created in which various rules and automations can be defined to model processes on boards.
Boards can then be created based on these workflows in which the defined rules and automations are active.
Workflows can be created on a global level and on a project level.
Activate Workflows in PLANTA pulse
Information
In order to use workflows in PLANTA pulse, the following parameters need to be activated:
Create Workflow
Procedure in the project
Click Configure Workflow Now
Enter a Title for the workflow.
If needed, enter a Description.
Click Create.
Only project admins can edit workflows.
Procedure for global workflows
Menu → Administration → Workflows → Global Workflows
Click the .
Enter a Title for the workflow.
If needed, enter a Description.
Click Create.
In global workflows, placeholders instead of specific users are assigned to the individual rules and automations. These placeholders need to be assigned to users in the project when importing the workflow into a project.
Add Lists
Information
When creating a workflow, a first list is created by default.
It can be renamed as needed.
Further lists can be created.
The lists which are defined in a workflow are later added as lists to the boards which are created with this workflow. They cannot be edited on the boards.
Add lists
Click the next to an existing list.
If needed, change the title of the list.
Add Rules
Information
Rules can be configured per list which define how cards can be used within the list.
Procedure
Click Add rule.
Define the required rule(s).
Setting | Description | Possible Values |
|---|---|---|
Only certain users can create cards | When active, only certain users can create cards on the boards. | Project permission groups, individual project members |
Cards can only be moved here from certain lists | When active, cards can only be moved from a certain other list into this list | Lists defined in the workflow |
Only one member per card | When active, cards in this list can only have one member each | |
WIP Limit | When active, a maximum number of cards can be defined for the list | Number |
Soft Limit | When active, the WIP limit is displayed, but cards can still be added to the list. |
Add Automations
Information
Automations can be defined per list.
When certain events occur, the actions configured are carried out.
Procedure
Click Add automation.
In the When.. area, select a trigger:
Card is added to the list
Member is added to the card
Start date is changed
Due date is changed
Description is changed
Checklist is created
Last checklist item completed
In the Then... area, select the automation to be performed:
Move card to list
Select the desired list.
Add member to card
Select the desired member.
Remove member from card
Select the desired member.
Add start date
Today
Tomorrow
In a week
Today + X days
Add due date
Today
Tomorrow
In a week
Today + X days
Add comment
Enter a comment.
Send notification
Enter a message.
Select the recipient.
Add label to card
Enter a label title.
Select a label color.
If needed, click to add further automations to be performed when this event occurs.
Click Add.
Define General Rules
Information
In the General Rules area, various rules can be defined which will then be active on the boards with this workflow.
Setting | Description | Possible Values |
|---|---|---|
Only certain users can create cards | When active, only certain users can create cards on the boards. | Project permission groups, individual project members |
Cards can only be created in certain lists | When active, cards can only be created in certain lists of the boards. | Lists defined in the workflow |
Define ‘Completed’ List | When active, a list can be selected to which the following rules apply:
| Lists defined in the workflow |
Define 'Reopened' List | When active, a list can be selected to which the following rules apply:
| Lists defined in the workflow |
Allow Swimlane Creation | When active, swimlanes can be created on the boards | If needed, swimlanes can be entered which will then be created automatically on the created boards. The swimlanes are not synchronized with the workflow, i.e. changes to the swimlanes in the workflow are not transferred to already created boards. Swimlanes can later be freely edited on the boards. |
Placeholders in Global Workflows
Information
In global workflows, placeholders are used for user assignments which can then be assigned to specific users in the project.
Use placeholders in a workflow
Menu → Administration → Workflows → Global Workflows
Click the to create a new workflow or click the to edit an existing workflow.
In the desired rule or automation, click the below User Placeholder.
Select a placeholder from the list.
The three group placeholders 'Comment-Only' Members, Project Admins and Regular Members are automatically replaced by the corresponding project permission group during import into a project. All other placeholders need to be assigned manually during import and provide information for the project manager about the roles of the members to be assigned (e.g. Team Lead).
Define new placeholders
Menu → Administration → Workflows → Global Workflows
Click the to create a new workflow or click the to edit an existing workflow.
In the General Rules area, click Manage Placeholders.
Click Add Placeholder.
Enter a title and a label.
If needed, enter a Description.
Select whether this is a user or a group placeholder.
Click Add.
Individually created placeholders can be deleted or edited by clicking or . The predefined placeholders cannot be edited.
Edit Workflow
When already created workflows are edited, these changes are also transferred to the boards which were already created with this workflow.
Should these changes result in invalid states on one of the boards, e.g. if a list is deleted from a workflow which already contains cards on the board, the user will be informed and the change cannot be saved.
Delete Lists
Procedure
Click next to the list title of the list to be deleted.
The list is deleted.
Delete Rules and Automations
Procedure
Hover over the rule or automation to be deleted.
Click .
Manage Workflows
Define Default Workflow
Information
A workflow can be defined as the default workflow of a project.
The default workflow is automatically selected for all newly created boards in the project.
Procedure
The defined default workflow is also automatically used for boards which are created with PLANTA Hybrid
This function requires at least version 39.5.25 of PLANTA project.
Copy Workflow
Copy project workflow
Click for the required workflow.
Select the Copy Workflow option.
Confirm the message.
Copy Global Workflow
Menu → Administration → Workflows → Global Workflows
Click for the required workflow.
Confirm the message.
Deactivate/Activate Workflow
Deactivate/activate project workflow
Click for the required workflow.
Select the Deactivate/Activate Workflow option.
Confirm the message.
Deactivate/activate global workflow
Menu → Administration → Workflows → Global Workflows
Click or for the required workflow.
Confirm the message.
When a workflow is deactivated, all connected boards are disconnected from the workflow. They can stil be used, but the rules and automations from the workflow will not apply anymore. This action cannot be undone.
Delete Workflow
Delete project workflow
Click for the required workflow.
Select the Delete Workflow option.
Confirm the message.
Delete global workflow
Menu → Administration → Workflows → Global Workflows
Click for the required workflow.
Confirm the message.
When a workflow is deleted, all connected boards are disconnected from the workflow. They can stil be used, but the rules and automations from the workflow will not apply anymore. This action cannot be undone.
Publish a workflow as global workflow
Information
Global admins can publish project workflows as global workflows to make them available for other projects.
Procedure
Menu → Administration → Workflows → Project Workflows
Click for the required workflow.
Click Confirm.
A copy of the workflow is created as a global workflow and can be adapted as needed.
When publishing, the users in the workflow are replaced by user placeholders. They can be edited, if needed.
Import Global Workflow
Information
Global workflows can be imported into a project to be used there.
Procedure
Click Import Global Workflow.
Click Import for the required workflow.
By clicking Open, the workflow can first be opened in a new tab.
By clicking Open global workflows overview, all global workflows can be viewed.
If the workflow contains user placeholders, these need to be assigned to project members in the next step.
Assign placeholders
The placeholders to be assigned are highlighted in orange.
Click the desired placeholder.
Select a user group or one or more users.
Click Assign.
Repeat these steps until all placeholders are assigned.
Click for the workflow and select the Enable Workflow option.
The workflow can now be used.
Use Workflow on a Board
Procedure
Switch to the Projects panel and open a project.
Click on the placeholder board card Create New Board within the board group.
Enter a title for the new board.
If needed, change the visibility mode of the board. To do so, click Change and select the mode.
The visibility mode can later also be changed in the board bar.
By default, new boards are created as private boards.
Click Use Workflow.
Select the required workflow.
If a default workflow is defined in the project, it is already selected by default.
Click Create.
Boards with a workflow are marked with 
.
Disconnect Board From a Workflow
Procedure
Open board → Sidebar → ...More
In the board menu, select the Disconnect from Workflow option.
Confirm the message.
The board can still be used, but the rules and automations from the workflow will not apply anymore. This action cannot be undone.