Workflows - Hide From Home Page

The Hide From Home Page feature allows administrators to control the visibility of workflow request boards on the home page and in the universal Create button menu. This is useful for managing:

• Draft workflows (work in progress)

• Private or restricted workflows

• Workflows intended to be accessed only via direct links

Hide From Home Page is a flag setting on process boards that determines whether a board appears in public-facing discovery areas:

• Home Page: the main dashboard where users see available workflows

• Create Button: the universal + / Create menu showing available request types

When enabled, the workflow is hidden from these discovery areas but remains fully functional when accessed through direct links.

Use Hide From Home Page to build and test workflows before making them widely available.

• Scenario: A new approval workflow is being configured (columns, custom properties, rules, testing)

• Solution: Enable Hide From Home Page while building and testing

• Benefit: Admins can test without exposing incomplete functionality to end users

Recommended Process

1. Create the workflow with Hide From Home Page enabled

2. Configure and test thoroughly using direct links

3. Disable Hide From Home Page when ready for general use

Use Hide From Home Page to limit discovery while still allowing access via direct links.

• Scenario: A workflow should only be used by a specific department or group

• Solution: Enable Hide From Home Page and share the link only with authorised users

• Benefit: Reduces clutter for general users while maintaining access for those who need it

Examples

• Executive-level request processes

• Confidential HR workflows

• Specialist team workflows

• Partner or vendor-specific request forms

Use Hide From Home Page when you want workflows accessed only through controlled pathways.

• Scenario: A workflow link is embedded in documentation, emails, or intranet pages

• Solution: Hide from general discovery and provide links in specific contexts

• Benefit: Users access workflows through guided journeys rather than ad-hoc discovery

Examples

• Workflows embedded in onboarding documentation

• Request forms linked from intranet pages

• Workflows referenced in email templates

• Context-specific request processes

Use Hide From Home Page to simplify the user experience where many workflows exist.

• Scenario: Too many workflows are visible, making discovery overwhelming

• Solution: Hide specialised or rarely used workflows

• Benefit: Users see only the most relevant workflows

Examples

• Seasonal workflows (e.g. annual reviews)

• Specialist processes used by small teams

• Legacy workflows being phased out

• Regional/location-specific workflows

When enabled, the workflow:

• Does not appear on the home page workflow list

• Does not appear in the universal Create dropdown

The workflow still:

• Is accessible via direct URL/link

• Remains fully functional for all configured users

• Remains visible to board owners and administrators in management areas

• Maintains permissions, configuration, and settings

• May appear in search results (if search is enabled)

• Generates notifications and follows normal workflow rules

1. Navigate to the process board settings

2. Locate the Hide From Home Page toggle

3. Enable the toggle

4. Save the board configuration

• You must be a Process Board Admin (or have manage permissions)

• Only available for public request boards (Public Request Level > 0)

• Does not apply to private boards (private boards are already hidden from general users)

• Enable Hide From Home Page immediately when creating a new workflow

• Test thoroughly using direct links

• Document the workflow before making it public

• Disable Hide From Home Page only when fully ready

• Communicate availability to users once published

• Share direct links only via secure channels

• Document who should have access

• Regularly review permissions

• Use board permissions alongside hiding

• For highly sensitive workflows, consider member-only boards

• Use clear, descriptive link text in documentation

• Track where links are published

• Update links if the workflow URL changes

• Monitor usage to confirm links are working

• Provide alternative access routes in case links fail

A: Yes. Users can still access the workflow through:

• Direct URL/link

• Bookmarks saved previously

• Links embedded in emails, documents, or web pages

• Navigation from related items (if applicable)

The workflow remains fully functional; it is simply not advertised on the home page.

A: No. Hiding does not affect:

• Existing requests/items on the board

• Notifications for existing items

• Access to items users are already involved with

• Workflow processing and approvals

It only affects visibility in discovery areas for creating new requests.

A: Yes. You can toggle Hide From Home Page on and off at any time. This is useful for:

• Seasonal workflows

• Maintenance periods

• Capacity management (temporarily reduce new requests)

• Testing and troubleshooting

A: Users can access hidden workflows via:

1. Direct links (share the workflow URL)

2. Documentation (help centre / wiki / KB articles)

3. Email templates (embedded links)

4. Intranet pages (department sites)

5. Bookmarks (saved by users who previously accessed it)

6. Search (if enabled; behaviour depends on system configuration)

A: Yes. Hide From Home Page only affects discovery on the home page and Create menu. Hidden workflows:

• Appear in reports and dashboards

• Show in analytics

• Are included in metrics

• Remain visible in admin management views

A: No. Hide From Home Page applies to all users equally for discovery areas. For user-specific access control:

• Use board permissions to control who can create requests

• Use member-only boards for team-specific workflows

• Combine hiding with permissions for layered control

Suitable for:

• Direct-to-team workflows shared via link

• Self-service processes accessed through documentation

• Decentralised workflows that do not require central visibility

Project Workflows

• Hide draft project creation workflows

• Share project intake forms via controlled channels

• Control when project workflows become publicly visible

Stage Gate Workflows

• Stage gates are typically started from within projects, not the home page

• Hiding reduces confusion about how stage gate workflows are initiated

• Keeps the home page focused on new request creation

Generic Workflows

• Hide specialist team workflows

• Reduce home page clutter

• Share only with teams that require the process

• Use categories to organise visible workflows

• Hide workflows that are rarely used or context-specific

• Provide direct links to hidden workflows within targeted documentation

Check:

1. Is Hide From Home Page enabled?

2. Share the direct workflow link

3. Verify user permissions to create requests

4. Confirm the board is not private (different configuration)

Hide From Home Page is a practical control for:

• Draft workflows under development

• Link-based access workflows

• Reduced home page clutter

• Controlled discovery of specialist processes

• Managing access patterns without changing permissions

It improves user experience by keeping discovery focused on the most relevant workflows while preserving full functionality via direct links.

• Public Request Level – controls who can create requests on a board

• Board Permissions – manages owner/member/viewer access and request rights

• Category – organises workflows by functional area

• Workflow Types – Project, Stage Gate, Generic

• Skip Backlog – supports decentralised workflow execution