A Project Workflow is a reusable internal checklist for a type of job. It helps you begin similar projects with the right task groups and actions already considered.
Choose a process that genuinely repeats
Start with work you have completed several times, such as a wedding, portrait session or commercial assignment. Write down the stages and tasks you actually use before building the template.
Create or copy a workflow
Open the Project Workflow area and either copy a suitable Workspace starting point or create your own. Rename it clearly and remove steps that do not apply to your business.
Organise the task groups
Place related tasks in a logical sequence—for example enquiry, booking, preparation, production, delivery and follow-up. Add dates or timing rules only where they reflect a real dependency.
Apply the workflow to a project
Select the appropriate workflow when creating or editing the project. Review the work for that specific job and make sure the workflow suits the way the Project will be managed.
Use the project view to assess progress
Complete tasks as the work is done and review incomplete or overdue stages. Quotes, contracts, invoices, events and other connected records may provide useful project context, but do not assume they are complete simply because a checklist item exists.
Do not confuse project and gallery workflows
A Project Workflow organises your internal project work. A Gallery Sales Workflow is applied to a gallery and sends gallery-related communication based on its triggers.
Understand what happens when you update a workflow
A Project Workflow remains connected to the Projects using it. When you update the workflow, the change also updates Projects that have already been set up with that workflow—it is not limited to future Projects.
Before changing task groups, tasks or timing, consider the active Projects already using the workflow. Make changes to the existing workflow only when they should apply consistently across those Projects as well as new ones.
Create a new workflow version for future Projects
If your overall process is changing but you do not want the change to affect Projects already using the workflow, copy the existing workflow instead of editing it.
- Copy the current Project Workflow.
- Give the copy a clear versioned name, such as Portrait Workflow 2.0.
- Make the new process changes in the copied workflow.
- Assign the new version to Projects created from that point onwards.
Existing Projects can remain connected to the original workflow, while new Projects use the updated process. Keep the original workflow available until its active Projects are complete.
If a change is relevant only to one particular job, make the adjustment within that Project where the available project controls allow it rather than changing either reusable workflow.
