🔄Copilot Workflows - Complete Guide

This guide provides step-by-step instructions on how to create a new workflow, define its tasks and assignments, initiate it for selected projects, and manage project tasks after the workflow is active.

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Workflow Management: Creating, Kicking Off, and Managing Tasks

This guide provides step-by-step instructions on how to create a new workflow, define its tasks and assignments, initiate it for selected projects, and manage project tasks after the workflow is active.

Overview of the Workflows Dashboard

The main Workflows dashboard serves as the central hub for managing all your automated tasks. It includes key metrics, action buttons, and filtering tools:

Element	Type	Description
Status Tiles	Metrics	Displays real-time counts of all workflow tasks, including Completed, In Progress, Overdue, and Total Tasks.
+ WORKFLOW	Button	Used to create a brand new workflow definition (template).
START A WORKFLOW	Button	Used to manually initiate (kick off) a pre-defined workflow for selected projects.
WORKFLOW LIBRARY	Button	Opens a list of all existing workflow templates.
"My Workflows" Panel	Navigation	A left sidebar where you can filter tasks by status: Active, Overdue, Upcoming, Pending Approval, Completed, and others.
"All Tasks" Tab	Filter	The central view that lists every individual project task associated with all active workflows.
Task Actions Icons	Functionality	Icons on the right side of each task row that allow the user to View History or Manage/Edit the task details.

 

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1. Creating and Kicking Off a Workflow

This section covers the initial setup, configuration, and launch of a workflow.

Create and Define Workflow Settings

1. On the main Workflow screen, click the + WORKFLOW button (0:01).
2. In the New Workflow screen, enter a Workflow Name (e.g., "Cost to complete") (0:05 - 0:07).
3. Ensure the Trigger is set to On Demand (0:08).
4. Click SAVE SETTINGS (0:11).

Add and Configure the Workbook Task

1. In the Workflow Task Map, click the + Task icon (0:13). Select Workbook Task (0:15).
2. In the Workbook Task window, enter the task name (0:18 - 0:20) and select the required Template (0:23).
3. Select the desired Period option (0:26) and Project / Corporate Specific scope (0:27).
4. Configure the Assign Roles and Approvers (0:28 - 0:30).
5. Under Assignees, select the responsible user roles (0:31 - 0:32).
6. Set the Due Date by inputting the number of Days after the workflow starts (e.g., 3 Days) (0:35 - 0:36).
7. Check the Ignore All Projects Users box if required (0:40 - 0:41).
8. Click CONFIRM (0:42).

Kick Off the Workflow

1. Return to the main Workflow screen and click START next to the new workflow (0:54).
2. In the Review Workflow screen (0:58), adjust the Period End Date if needed (1:02 - 1:05).
3. Select the projects to include by checking the box next to each name (1:08 - 1:10).
4. Click CONFIRM (1:11).
5. Click Yes, save workflow (1:12) and then Yes to start the workflow (1:15 - 1:16).

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2. Managing Individual Tasks (Editing, History, and Deletion)

This section details how to manage or modify specific project tasks within an active workflow.

Adding a Project to an Active Workflow

1. Navigate to the All Tasks tab (1:25).
2. Click the More Options (three dots) icon next to the workflow name (1:32).
3. Select Add Task (1:33).
4. Select the task type and use the Select a project dropdown to choose the new project (1:38 - 1:40).
5. Configure the Assignees and Approvers for this specific task (1:41 - 1:44).
6. Click CREATE (1:44) and then Yes to immediately start the task (1:45).

Viewing Task History

1. On the All Tasks tab, click the Task History icon (a clock/calendar icon) next to the desired task (1:55 - 2:00).
2. The pop-up displays a log of actions (creation, submission, etc.) and timestamps (2:01 - 2:03).
3. Click the X to close the window (2:06).

Editing an Existing Task (Assignee or Due Date)

1. Click the Manage Task icon (a pencil icon) next to the desired task (2:07).
2. In the pop-up, use the dropdown to change the Assignee (2:09 - 2:12).
3. Adjust the Due Date if necessary.
4. Click CONFIRM to save changes (2:13).

Deleting a Task

1. On the All Tasks tab, locate the task you want to remove.
2. Click the Delete Task icon (trash can icon) next to the task (2:20).
3. A confirmation notification will appear (2:22 - 2:23).

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3. Completing and Approving Tasks (Workflow Execution)

This section details the actual execution of the task, including completion by the Assignee and final approval by the Approver.

Complete and Submit Workbook (Assignee Action)

1. Locate the task in the In Progress section.
2. Click the task name (e.g., "Cost to Complete - NW Food Warehouse") to open the embedded workbook viewer (2:29).
3. Complete all required fields in the workbook.
4. Click the Submit Task icon (top right) (2:45).
5. In the confirmation dialog, click YES (2:47).

The task status changes to Pending Approval (2:55).

Approving the Task (Approver Action)

1. Locate the task in the Pending Approval section.
2. Click the APPROVE button next to the task name (2:57).
3. The submitted workbook loads for review (3:05).
4. Click the Approve Task icon (top right) (3:11).
5. In the first confirmation dialog, click YES (3:12).
6. In the final "Commit to the database" dialog, click COMMIT (3:14).

The task is completed, and the data is committed (3:19).