User Guide

# Workflows and Tasks

Workflows let you define recurring responsibilities and task reminders that keep production, sales, and marketing aligned. Each workflow contains Task Templates that the system uses to generate tasks on a schedule.

# Workflow concepts

# Workflows

A workflow is a named set of Task Templates, typically focused on a specific business process (for example, product readiness or monthly reconciliation).

# Task Templates

Task Templates define when and why tasks are created. Each template includes:

  • Collection: The record type that drives task creation (batches, beers, or orders).
  • Reference date: The date field used to compute when tasks should be created.
  • Creation offset: The number of days before/after the reference date to create a task.
  • Overdue after: How long before a task is marked overdue.
  • Owners: One or more user IDs assigned to the task.
  • Slack: Optional DM notifications when tasks are created.
  • Conditions: Filters on the trigger record and on related records.
  • Related record checks: Optional conditions on linked records (for example, beer fields linked from a batch).

# Creating and managing workflows

  1. Go to Settings -> Workflows.
  2. Create a workflow and add Task Templates.
  3. Configure conditions and related record checks.
  4. Assign task owners and (optionally) enable Slack notifications.
  5. Save changes.

# Task generation

Each day, the task engine:

  • Evaluates all workflow templates.
  • Creates new tasks whose scheduled dates fall within a rolling lookback window.
  • Marks tasks as overdue when they pass the configured age threshold.

Tasks are stored in the tasks collection and are visible in:

  • My Tasks (for assigned users)
  • All Tasks (for managers/admins)

# Task completion

Users can mark their own tasks complete from the task pane. Managers and admins can complete any task. Tasks are immediately dismissed from the task list when completed.

# Slack notifications

If Slack is enabled on a template, assigned owners receive a direct message when a task is created. The message includes the task details and links back to the relevant records. Users can opt out of Slack task notifications in their preferences.

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