Sometimes work flows in an organic free-form way, and sometimes you have very set processes and rules for how cards should move along your boards. If your team works in the latter way, workflow rules help you automate some of the steps in the process.
Workflow rules are only available in the Kanban view. You can access these directly from the Kanban board menu (...).
More specifically, workflow rules can set the following per column:
- Whether a card can be added to the column (from another backlog/board or created directly).
- Completing members already assigned to the card.
- Who should be automatically assigned and/or removed.
- What tags should be added and/or removed.
- Setting card color.
- Auto-archive card after a set amount of time.
- Who can move the card from the column.
- Which columns cards can be moved to from the column.
Common use cases for workflow rules include but are not limited to:
Development teams: Automatically assign one or more members from the QA team when a feature is ready for testing. Automatically complete the assigned developer who's been working on the feature. Once the feature has been tested and released automatically archive the card after a set amount of time.
Marketing teams: When content needs to be reviewed before being published, for example an article, video, social media post or updates to a website; create a column called "Review" and automatically assign the person who's responsible for doing this. You can also set it up so that the reviewer is the only one who can move the card to done. Once the content piece is reviewed and published you can automatically complete all assignees and archive the card after a set amount of time.
Law firms: When a document, contract or complaint needs to be reviewed or proofread by a partner, create a column named "Need for Partner Review" and automatically assign the responsible partner.