Workflow is a useful way to manage and review screen statuses, task management, and screen history. You can quickly update screen statuses by dragging and dropping them into columns. Workflow allows you to assign specific screen change tasks to your collaborators, including, due dates and notes. To use Workflow, you can open a prototype and click on the Workflow tab.
Changing the status of a screen
By default you'll see four columns displayed:
- On Hold: Screens that are not actively being worked, not pending review, and not approved
- In Progress: Screens which are being worked on currently
- Needs Review: Screens that are ready for stakeholder/client approval
- Approved: Screens that have been approved
The Enterprise plan allows you to add and customize columns.
Changing the status of a screen is as simple as clicking the Workflow tab and dragging the screen from one status column and dropping it into another. You can prioritize the screens within each column by simply placing it higher in the list.
You can also change the status of screens in bulk:
- Go to your prototype.
- Hover over the screens and check the circles on the screens you’d like to approve.
- Click the More button (•••) at the bottom of the page.
- Click Change Status and select the appropriate status.
When you select a status, a colored dot corresponding to the status type appears next to the screen name.
Adding a placeholder screen
Placeholder screens let you define the screens you'll need to build right at the start of a prototype and can be used like any other screen while you build your prototype. You can link to a placeholder screen in a hotspot and then later replace the placeholder with your real screen when ready.
You can add a placeholder screen by clicking the + sign at the bottom of a column. Once you add the screen, you’ll be able to create a description, assign it to a collaborator, add a due date, and add tasks. Once you add a placeholder screen in Workflow, it’ll show up in your prototype as well.
Assigning a Screen to a Collaborator
If you’d like to track who is assigned to work on a screen, you can click in the Assigned to dropdown and select a collaborator on the prototype to whom you’d like to assign the screen. This is useful for tracking which designer is working on a screen or which stakeholder needs to review the screen.
Adding a due date
You can set a due date on a screen to help track when the screen must be completed. Once set, the due date displayed will be color-coded with the date becoming more vibrantly colored the closer the due date is.
To add a due date, simply click Add a Due Date and select a date and time.
Adding a description
You can add a description to help set the purpose of a screen, provide additional details about what it should do, how it should interrelate to other screens, and provide general information that might be helpful for others collaborating on the prototype.
To do so, simply click Add a description to edit the description on the screen.
Adding tasks to a screen
If there are specific tasks that need to be completed for a particular screen that’s in progress, you can define those tasks by clicking Add a new task and specifying the task. This will generate a checklist of tasks associated with the screen so you can track what’s needed to move a screen through your workflow to completion.
You can also add a task via a comment in the Comments tab of Workflow. Click a comment, then hover next to it and click the task checkbox. Note that you only need to click the checkbox once; clicking more than that will create multiple tasks.
Viewing and replying to comments in Workflow
Comments are important when reviewing the status of your screens. To make it simpler to reference comments in Workflow, you can click the comment tab in the screen details modal in Workflow to view comments for that screen. You can click a comment to add a response.
Viewing activity in Workflow
The Activity tab in Workflow gives you an idea of everything that has happened on your screen in the last 30 days. You’ll be able to see changes in status, screen assignment from one user to another, updates to the screen including new file uploads, creation and completion of tasks, and changes to the due date.