Workflow Types: Overview and FAQ
What are Workflow Types?
Workflow Types define the purpose and behaviour of a process board.
They determine whether a board is project-related, methodology-driven, or intended for general business processes.
Each process board supports one workflow type.
Project Workflow
Description
Project Workflows are used to create new projects or update existing project data.
They combine approval steps with controlled changes to project attributes.
Key Characteristics
Project-centric workflows
Supports approvals before creation or update
Controls project data changes
Provides governance and auditability
Common Use Cases
Project intake and approval
Project initiation
Project modification requests
Governance and compliance workflows
Benefits
Standardised project creation
Clear approval and audit trails
Improved data quality
Consistent governance controls
Stage Gate Workflow
Description
Stage Gate Workflows support formal project methodology gates.
They can update project data but may only be initiated from an existing project stage gate.
Key Characteristics
Tied to defined project methodologies
Admin-controlled configuration
Restricted initiation from stage gates only
Governance-focused execution
Common Use Cases
Phase transitions (e.g. Planning → Delivery)
Gate approvals (e.g. Business Case, Funding)
Milestone-based progression
Quality and compliance checkpoints
Benefits
Enforces methodology adherence
Controls project progression
Ensures approvals at critical points
Maintains governance oversight
Configuration Notes
Administrators define applicable project categories
Stage gates are linked to methodology definitions
Only authorised users can initiate gate workflows
Generic Workflow
Description
Generic Workflows are not project-specific and support general work or request management across the organisation.
Key Characteristics
Independent of project data
Highly flexible and configurable
Team-managed execution
Suitable for non-project processes
Common Use Cases
HR, IT, and facilities requests
Marketing and content workflows
Procurement processes
General operational tasks
Benefits
Broad applicability
Simple setup and maintenance
No project constraints
Supports decentralised teams
Workflow Type Selection Guide
Workflow Type | Primary Purpose | Initiation | Project-Related | Best For |
|---|---|---|---|---|
Project | Create or update projects | User-initiated | Yes | Project intake and change |
Stage Gate | Methodology gates | Stage gate only | Yes | Governance and approvals |
Generic | General requests | User-initiated | No | Operational workflows |
Frequently Asked Questions
Can a board have more than one workflow type?
No. Each process board is configured with a single workflow type.
What happens if a workflow type is changed?
Existing work items remain unchanged. New items follow the rules of the new workflow type.
Are workflow types mandatory?
No. If no workflow type is specified, the board operates as a Generic workflow.
Can Stage Gate workflows be used outside projects?
No. Stage Gate workflows are only available within a project stage gate context.