Workflows move your talent through the steps you set: forms, documents, agreements, internal reviews and automatic actions. This article shows you how to see where everyone is, choose who acts on each stage, move people between stages and fix a stage that stops moving, so onboarding and Contracts don't stall on one missing step.

Who can do this: Admins can do everything in this article. Team members whose role includes Can send invites to Partners can open workflows and add people. Stage managers can complete the stages they manage and move people on from them.

Availability: Available in accounts that use workflows. The Stage tiles view is available on request.

Your workspace may use different names for Partners and stages, such as Freelancers or Steps.

TABLE OF CONTENTS

Find people in a workflow

  1. In the side menu, go to Workflows → Workflows and open the workflow.
  2. Use the Stage filter to pick a stage. The filter lists stages in order, from start to finish. You'll see everyone currently in that stage.
  3. (Optional) Use the Status filter to narrow the list, for example to Disqualified or Action required.

If your account has the Stage tiles view, each stage shows as a tile with the number of people in it. Use the Stage tiles switch to change between the tiles and the Stage filter. Worksuite remembers your choice.

Click a person's name to open their details. The panel has tabs for Current stage, Stages, All data, Messages, Team Board and Log. To check one freelancer's onboarding status across all their workflows, see How to Check a Freelancer's Onboarding Status and What's Outstanding.

Add people to a workflow

To add one person:

  1. Open their profile and choose Manage workflows.
  2. Tick the workflow and click Apply.

You'll see "Workflows have been updated." To add several people at once, open the workflow and click Add partners. Everyone you add gets an email about their first stage.

Important: Adding a workflow to many people at once emails every person you select, including inactive talent. Filter your list before you add them.

To bring new people in through a workflow, share an invite link:

  1. Open the workflow and click Get invite link. You can also go to Workflows → Invite Links.
  2. Check the Users will join as: value so people join with the right profile type.
  3. Click Copy link, or click Create new link if you need a different setup.

To let your team pick a workflow when they invite talent, edit the workflow and tick Available for inviting new partners. To invite people through a workflow without some of its stages, duplicate the workflow, remove those stages and create an invite link for the copy.

Remove someone from a workflow

Removing someone from a workflow deletes their progress and stage history in it. If you add them again, they start at the first stage. To stop someone and keep their history, disqualify them instead: open the actions menu on their row and choose Disqualify partner.

To remove someone:

  1. Open their profile and choose Manage workflows.
  2. Untick the workflow and click Apply.

Their reminder emails for that workflow stop.

Set stage managers

A stage manager is the teammate who acts on a stage and gets its notifications. Action, Checkr Screening and 1099Policy stages don't have stage managers.

  1. Go to Workflows → Workflows, open the workflow and click Edit workflow.
  2. Open the stage's actions menu and choose Edit.
  3. In Stage managers, select the teammates responsible for this stage.
  4. Click Save, then click Save workflow.

You'll see "Workflow has been updated." The stage managers you added get notifications for that stage from then on. Keep these rules in mind:

  • Stage managers must be teammates in your account. To send stage notifications to a shared mailbox, invite it as a teammate first.
  • On an internal stage, only stage managers and admins see Save and proceed. Other teammates see Save progress, which stores their entries but doesn't move the person on.
  • An internal stage with no stage manager waits until an admin acts on it. Replace stage managers when someone leaves your team.

Move someone to a different stage

Use this to correct an answer, or to move someone past a stage they can't finish.

  1. Open the workflow and find the person.
  2. Open the actions menu on their row and choose Move to stage.
  3. Select the stage and click Confirm.

You'll see "Partners have been moved" and the person's new stage shows in the list. To move several people at once, select them and choose Move.

  • Admins can move anyone to any stage, including people who are disqualified or have finished the workflow. The exception is someone disqualified from a Contract's workflow: that workflow is cancelled, so they can't be moved.
  • Stage managers move people on from a stage they manage with Save and proceed, once the stage is complete.
  • Moving someone back doesn't undo what earlier stages already did, such as emails sent or documents signed.
  • If you move someone to an action stage, its actions run again.

If the Worker Classification questionnaire on a Contract was answered incorrectly, contact Worksuite Support with the Contract link and the correct answer.

Use stage conditions

A stage can have an entry condition, such as "Only if "Country" is United States". People who don't meet the condition skip the stage.

To add a condition:

  1. Click Edit workflow. If you've added new stages, click Save workflow first, because you can't add a condition to a stage until the workflow is saved.
  2. Open the stage's actions menu and choose Add condition.
  3. Choose the Source, Field, Operator and Value, then click Save.
  4. Click Save workflow.

How conditions behave:

  • The condition is checked once, when the person reaches the stage. Changing an answer later doesn't route them again.
  • If the condition isn't met, the stage is skipped with no notification. The workflow can finish early as a result.
  • You can't delete a question that a condition uses. Remove the condition first. If you change a question's options, update the conditions that use it.
  • Duplicating a workflow copies its conditions. Open each stage in the copy and check its condition before you use it.

To send someone down the right path after an answer changes, move them back to the stage before the condition. Test new conditions with a test profile before you invite real talent.

Stop form stages pre-filling earlier answers

Request data stages fill in each person's most recent answers by default. To start every run blank:

  1. Click Edit workflow, open the stage's actions menu and choose Edit.
  2. Tick Don't prefill the answers with existing data.
  3. Click Save, then click Save workflow.

New runs start blank. People already in the stage keep the answers they have.

Save changes to a workflow people are already in

When you click Save workflow on a workflow that has people in it, you'll see Confirm changes. Tick Notify Partners of changes only if you want to email everyone in the workflow about the change. Then click Save.

Duplicate a workflow

  1. Go to Workflows → Workflows.
  2. Open the actions menu for the workflow and choose Duplicate.

You'll see "Workflow has been duplicated." Edit the copy and check its stages before you add anyone to it.

Archive a workflow you've stopped using

Important: Deleting a workflow also deletes everyone's progress in it. Archive it instead to keep that history.
  1. Go to Workflows → Workflows.
  2. Open the actions menu for the workflow and choose Archive workflow.

You'll see "Workflow has been archived." People already in the workflow keep their progress. To bring it back, choose Restore workflow.

Check what happened in the Log

Open a person in the workflow and select the Log tab. It shows who moved them, what restarted their workflow and when each stage email was sent. To download the activity for a whole workflow as a CSV file, click Download activity log. Only admins see this option.

Troubleshooting

A stage won't move forward

If the stage is waiting on the freelancer, open the actions menu on their row and choose Send reminder notification. If they still get nothing, ask them to check their spam folder. If they unsubscribed from Worksuite emails, contact Worksuite Support. Your team can fill in a request data stage for them only if the stage has Allow teammates to fill out this stage ticked.

"This field is required" with no field highlighted

Someone added a mandatory question to a stage the person already finished. Move them back to that stage so they can fill it in.

The freelancer can't submit a stage

A mandatory question is hidden from them, or they can't edit it. Edit the stage and check that question. Tick Visible to partners and Editable by partners, or untick Mandatory if you don't need the answer. If a setting can't be changed, contact Worksuite Support.

You only see Save progress

You aren't a stage manager on that stage. Ask an admin to add you.

"Workflow can't be archived yet"

The workflow is still used by a job opening template, an Apply workflow stage in another workflow, or an enabled invite link. Remove it from each place listed in the message, then archive it.

Why don't I see Edit workflow or Move to stage?

Only admins can edit workflows and move anyone to any stage. Stage managers can move people on only from the stages they manage. Ask an admin for help.

Why don't I see Stage tiles?

The view is available on request. Contact Worksuite Support to ask for it.

Support/Resources

Still have questions about managing workflows? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com. Including a link to the page you're on and a screenshot helps us answer faster.