Flow · Settings

How to create a workflow and configure its phases

Organize work into a workflow, define its stages, and prepare the path each task will follow.

$How to create a workflow and configure its phases \u2014 Upnify Flow$

Published on October 29, 2026

A workflow defines the stages a task can move through. It helps everyone understand what comes next, who should act, and when work has progressed. Instead of relying on scattered instructions, you can represent a complete process with visible phases. Each task belongs to the workflow, and its phase shows its current status; a phase is not a new task.

For example, an internal request team could use Received ? Under review ? In progress ? Final validation.

Create the workflow

Go to Flow > Settings > Workflows.
Select New and enter a name that describes the process, such as Internal request handling.
Set a prefix to identify its tasks. If your company has a target response time, configure the agreed maximum time/SLA.
Under Workflow phases, enter the stages in work order. Separate each name with a comma.
Review options such as the initial template, visible date, SLA communications, or offline work. Save when the setup is ready.

Flow form for creating a workflow with its name, prefix, time limit, and phases — Use a recognizable name and enter phases in the order work should follow.

Configure and maintain phases

After creating the workflow, open its name to review the phase list. From there, you can edit each stage and, depending on the process, set a color, owner, action, or maximum time. These details help the phase communicate both the current status and what needs to happen before work continues.

List of four ordered phases in the Centro de ayuda workflow — The list preserves process order and lets you review actions, owners, and time limits for each phase.

Example: handling a request

In Received, log the case; in Under review, confirm what is missing; in In progress, assign someone to resolve it; and in Final validation, check the result before closing. If more work is needed, move the task to the phase that reflects its status instead of creating another task for the same case.

Design useful phases

Use short names that describe a status or verifiable action.
Include stages that help the team decide or understand what comes next.
Set owners and time limits where a handoff between people or teams occurs.
Test the workflow with a simple task and confirm everyone knows when to move it.

When the process changes, update the phases to reflect the real work. If you need repeatable steps inside a task, complement the workflow with a work template or checklist.