> For the complete documentation index, see [llms.txt](https://docs.rubica.au/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rubica.au/workflow/intro-to-workflows.md). # Intro to Workflows What workflows are, the building blocks that make them up, and how to work through a job day to day. A **workflow** is a repeatable process โ€” an annual review, new client onboarding, an insurance application โ€” defined **once** as a **Workflow Template**, then launched over and over for different clients. When a workflow is launched, rubica creates a **Job**: a live record that tracks that client's run through the process from start to finish, with every stage, task and checklist pre-loaded. ```mermaid flowchart LR T["๐Ÿ“‹ Workflow Template\nbuilt once, in Settings"] -->|"launched for a client"| J["๐Ÿ—‚๏ธ Job\none per client"] J --> S1["Stage 1"] --> S2["Stage 2"] --> S3["Stage 3"] -->|"outcome"| D["โœ… Complete"] ``` ## The building blocks Every workflow is made from the same five pieces. Understand these and you understand the whole system: | Building block | What it is | Learn more | | ------------------------------ | --------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------- | | **Stages** | The steps of the process. A job sits in exactly one stage at a time. | [Stages & Outcomes](/workflow/stages-and-outcomes.md) | | **Outcomes** | The buttons that move a job forward โ€” or branch it, or close it. | [Stages & Outcomes](/workflow/stages-and-outcomes.md) | | **Actions** | Things that happen automatically at a stage โ€” emails, tasks, documents, and more. | [Stage Actions & Action Types](/workflow/stage-actions-and-action-types.md) | | **Triggers** | Start a workflow automatically on a date or event โ€” no one has to remember. | [Workflow Triggers](/workflow/workflow-triggers.md) | | **Task & Checklist Templates** | Reusable pieces of work that stages and actions hand out to the team. | [Task Templates](/workflow/task-templates.md) ยท [Checklist Templates](/workflow/checklist-templates.md) | Templates are built and managed under **Home โ†’ Settings โ†’ Workflow Templates** โ€” the full walkthrough is in [How to Build a Workflow Template](/workflow/how-to-build-a-workflow-template.md). ## How to launch a workflow 1. Open the client's **Household Account** record 2. Open **Quick Actions** and choose **Launch Workflow** 3. Select the relevant workflow template from the list (e.g. *Client Review*, *New Client Onboarding*) 4. Launch The job is created with all stages pre-loaded and ready to go. (Workflows can also start [automatically via a trigger](/workflow/workflow-triggers.md), or be kicked off by another job.)
## The job tabs #### Overview The main details of the job โ€” name, template, assigned owner, status, and dates. Shows overall progress at a glance. #### Stages The sequential steps of the workflow. Each stage shows: * The stage name and description * Who it's assigned to * Its current status (Not Started / In Progress / Complete) * Any checklists or tasks attached to it Click into a stage to open it and start working. #### Tasks All tasks across the job โ€” created automatically from stage actions or added manually. Shows assignee, due date, and completion status. #### Checklists All checklists across all stages in one view. Each checklist is tied to a specific stage and contains items to tick off before the stage can be completed. #### File Notes File notes logged against this job. Create a file note here and it will be linked to both the job and the client account. ## Working through a stage 1. Open the **Stages** tab and click the active stage 2. Work through the **checklist items**, ticking each one off as you go 3. Complete any **tasks** assigned to you for that stage 4. When ready, select a **stage outcome** to move forward 5. The job advances to the next stage automatically
### Stage outcomes Every stage has one or more outcomes to choose from when you're done. These are configured in the workflow template and control what happens next โ€” most move linearly to the next stage, but some workflows have branching options (e.g. *No Further Action Required* that skips ahead, or *Not Proceeding* that closes the workflow early). {% hint style="warning" %} Select the outcome that matches what **actually happened** โ€” don't just pick the first option to advance the stage. Branching outcomes can skip or redirect the workflow, and outcomes can fire their own automation. {% endhint %} ### Checklists Checklists are created automatically when a stage becomes active. Each item represents a step to complete before the stage is done. Tick items off as you go โ€” they save in real time. If a checklist item isn't relevant for a particular client, mark it **N/A** rather than leaving it unticked. ### Tasks Some stages automatically create tasks assigned to specific team members. These appear in the **Tasks** tab on the job and also in the assignee's global task list. Tasks have due dates set from the stage's days-to-complete configuration. ## Tips * **Work through stages in order** โ€” stage actions like checklists and tasks are triggered by stage progression. Skipping stages manually will mean they don't fire. * **Log file notes against the job** โ€” not just the account. This keeps a clean record of what happened during the workflow. * **Tasks and checklists are separate** โ€” checklists are stage-level working lists; tasks are assigned actions with due dates and owners. Both may exist on the same stage.