Manage project workflows

Project workflows help you track and manage the stages of your projects from start to completion. You can create custom workflows with multiple stages and track project progress through each stage.

Project workflows are enabled across your organization, and can be turned on or off for each project. Workflows can be managed in organization settings.

Customize workflows

You can quickly implement custom workflows tailored to your business processes.

To create a new custom workflow:

1. Click Add in the workflows section

2. Enter a name for your workflow

3. Add workflow stages by clicking Add stage

4. Use drag-and-drop to reorder stages as needed

5. Save your workflow

Manage workflow stages

Click Edit to modify an existing workflow. In the edit window:

• Add stages: Click "Add" to new workflow stages

• Reorder stages: Drag and drop stages to change their order

• Edit stages: Click on any stage to modify its name

• Delete stages: Remove stages that are no longer needed

Delete workflow stages

When deleting stages, Hardfin checks if your organization already has workflows sitting in those stages. If so, you'll be given the opportunity to reallocate those projects into another stage of your choosing. This ensures that each project is always in an appropriate stage, even as workflows are updated over time.

Set default workflows

You can designate a default workflow that will automatically be applied to new projects:

1. In the workflows list, find your preferred workflow

2. Click Set as Default

3. All new projects will now use this workflow unless manually changed

Delete workflows

You can delete workflows that are no longer needed for your organization. When deleting a workflow, you have options to handle existing projects that use the workflow.

Workflow deletion options

When deleting a workflow, you can choose how to handle projects currently using that workflow:

• Migrate projects to another workflow: Move all existing projects to a different workflow you specify

• Clear project associations: Remove the workflow from all projects without assigning a new one

Delete a workflow

1. Find the workflow you want to delete

2. Click the Delete button for that workflow

3. Choose your migration option:

   • Select Migrate to workflow and choose the replacement workflow, or

   • Select Clear associations to remove the workflow without replacement

4. Confirm the deletion in the dialog

The system will show a confirmation dialog with details about how many projects will be affected and what action will be taken.

Track project progress

Once workflows are enabled and assigned to projects:

• View workflow progress on individual project pages

• See current stage and completion status

• Move projects between workflow stages

• Track project progression over time