> ## Documentation Index
> Fetch the complete documentation index at: https://docs.faithloft.org/llms.txt
> Use this file to discover all available pages before exploring further.

# Set up and use Workflows

> Create a department workflow, publish its stages and rules, track items, and review automation runs.

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.

## 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.

## 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**.

## 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.

## 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.

## 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.

## 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.

## 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.

## 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**.

## 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](/portal/modules).


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