Set up and use Workflows

Use Workflows to track department work through a defined set of stages. A workflow has three parts:

• Stages are the steps an item can be in, such as Received, Follow-up, and Complete.
• Transitions define which stage an item can move to next.
• Rules run actions when an item is created, enters a stage, stays in a stage for a period, or reaches a date-based point.

The Board shows items by stage. A workflow’s rules and stages only take effect after you publish it.

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Before you start

You need access to Workflows for the department. Creating or changing a workflow, adding items, and moving them requires workflow-management access. If the page or an action is unavailable, contact your church administrator.

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Create a workflow

1. Open Workflows from the staff portal menu.
2. Open the workflow selector and choose New workflow.
3. Choose the Department that owns the work.
4. Enter a Name and check the generated Slug. You can edit the slug; use lowercase letters, numbers, and hyphens, starting with a letter.
5. Add an optional Description, then select Create workflow.

Faithloft creates a version 1 draft. Build and review the stages, transitions, and rules before selecting Publish.

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Define the stages

1. Select Add stage to open Manage stages.
2. Add each stage using New stage name. Use the up and down controls to set their order. You can rename, recolour, or delete a stage here.
3. Mark the starting stage Initial. A workflow needs at least one initial stage before it can be published.
4. Mark a final stage Terminal if the workflow uses one.

Keep stage names clear to the people who will update the board. For example, a guest follow-up workflow might use Received, Contacting, Follow-up, and Complete.

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Add fields for workflow data

Select Fields to define data that rules can use. For each field, enter a Key and Label, then choose a type: string, number, boolean, date, or enum. An enum field also needs comma-separated options. You can mark a field Required. Fields provide data for rule conditions, date triggers, and actions such as Add member. The manual New item form currently asks only for a Title; adding a field does not add a question to that form. A connected Faithloft feature may supply mapped data when it creates a linked workflow item. For example, a workflow card that mirrors a prayer request is managed from Prayer requests. If you rename, change the type of, or delete a field used by a rule, Faithloft asks you to resolve the references. Review the affected rules before confirming because a change can remove or alter those rule references.

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Connect stages with transitions

1. Select Transitions.
2. For a simple step-by-step path, select Connect as linear chain. This connects each stage to the next in its current order.
3. For a branching path, use Add transition to choose the From and destination stages. Give the transition a name that explains the move.
4. Check the warning at the top of the dialog. Every non-initial stage must be reachable from an initial stage.

Transitions define the normal routes through the workflow. Items cannot be moved to a stage that has no transition from their current stage. You can return to this dialog to add or change a route.

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Add automation rules

Open the Rules tab and select + New rule. Give the rule a Name, choose a Trigger, then add any Conditions and at least one Action. Select Save rule when it is ready. Available triggers are:

• When an item is created runs once after a new item is added.
• When an item enters a stage can apply to one stage or any stage.
• After time in a stage needs a stage and a duration.
• Relative to a date field needs a date field and a time offset.

Conditions let you restrict when an action runs based on item or field data. Add only the actions your process needs. Available actions include Send notification, Move stage, Add member, and Post ad. Call AI is marked as not yet supported. Actions run in the order shown. If an action has Requires approval enabled, it and the actions after it wait for a leader’s approval; actions before that point can run immediately. Post ad always requires approval, and its editor currently says the publisher is a stub. Confirm it is available in your church’s environment before relying on it to publish a post. Call AI is marked as not yet supported. Rules in a new draft show Publish to activate. After publishing, a manager can use the Enabled or Disabled control on a rule to turn it on or off for the published workflow. Editing the rule itself changes the draft and requires publishing again.

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Review and publish

Before publishing, check that:

• at least one stage is marked Initial;
• every non-initial stage can be reached from an initial stage through transitions;
• each rule has at least one action;
• each enum field has at least one option; and
• date-based rules use a date field.

Select Publish when the draft is ready. Faithloft checks the workflow and explains any blockers it finds. If a change removes a stage that still contains items, the publish flow may ask you to move those items to a stage that remains. Review the affected items before confirming a move; a force move bypasses the declared transitions and is recorded with its reason.

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Add and move items

After the first publish, open the Board tab to see items grouped into stage columns.

1. Select + Add item beneath the initial stage.
2. Enter a Title, then select Add item.
3. Open an item card to review its current stage, available next stages, and run history.
4. Move an item by dragging it to a valid stage or selecting that destination under Move to stage.

The board only allows moves defined by transitions. Use Force move… only when an item needs an exception: choose the destination and provide a reason. This bypass is recorded in the audit log. If the item is linked to another module, use that module to make changes when its detail view directs you there. Prayer-request cards, for example, mirror the request and must be moved from Prayer requests.

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Check automation runs

Open the Logs tab to review automation runs. Filter by status (All, Succeeded, Skipped, Failed, or Running) or choose a rule from All rules. Expand a run to see its reason and action checkpoints. If a checkpoint is waiting for approval, select View in Approvals. You can also open an item and review Run history for automation runs tied to that item. An empty log means no rule has run yet; it does not mean the board has no items. For a quick map of other portal areas, see Web portal modules.