Flow · First steps

Flow map: how workflows, phases, and tasks are organized

Learn how workflows, phases, and tasks relate to organize your team\u2019s work in Upnify Flow.

Diagram of a workflow organized into phases and tasks

Published on October 29, 2026

Upnify Flow helps teams organize repeatable work such as handling requests, preparing deliverables, or coordinating onboarding. To understand how work is structured, distinguish three elements: workflow, phase, and task. Each answers a different question, and together they show both the process and the work that still needs attention.

The structure in one sentence

A workflow groups a process; phases mark the moments it moves through; tasks describe the specific work someone needs to do.

What each element means

Element	Purpose	Example
Workflow	Groups the stages and tasks of a process the team needs to follow.	Help Center · Request Operations
Phase	Shows where a task currently stands in the process.	Received, Under review, In progress, and Final review
Task	Represents a specific action, with an assignee, due date, and description.	Review an access request or prepare a proposal

A workflow is not one large task that gets completed all at once. It is the shared structure that helps the team handle similar cases consistently. Phases show progress; tasks explain what needs to happen now.

Example: handling an internal request

Suppose the team receives a request to enable access to a supplier portal. The Help Center · Request Operations workflow groups the process. The task Review supplier portal access request starts in Received, has Enrique Rios as its assignee, and includes a due date. After reviewing the information, the team can move it to Under review, then to In progress, and finally to Final review.

Other tasks\u2014such as preparing a training proposal or updating a new-hire guide\u2014can be in different phases of the same workflow. This lets the team see which cases exist, what comes next, and who is responsible, without confusing each request with the overall process.

Flow Kanban board with four phases and sample tasks — Each column represents a phase and each card represents a task. Card initials identify the assignee.

A phase and a task status are different

A phase answers \u201Cwhere is this in the process?\u201D A task\u2019s situation answers whether it is still active or has been closed. For example, Final review can be a workflow phase while the task remains active as the team checks the result. Completing a task closes it; simply moving it to the last phase does not.

Task details showing its workflow, phase, assignee, dates, and active situation — The task details keep the task context visible alongside its workflow.

Use this map in your operation

Define the repeatable process and create a workflow to group it.
Arrange phases in the order each case actually moves through.
Record each piece of work as a task and assign an owner and due date.
Update the phase as work progresses; complete the task when no more action is needed.

A sign that the map is clear

If the team can identify the process, current progress, and next action without asking in chat, the workflow, phases, and tasks are helping coordinate the work.