How it works

Workflows

Streamline your processes and track progress with workflows

Workflows allow you to track progress, maintain consistent processes, and ensure accountability - leading to improved efficiency and clearer visibility into operations.

Map view

Workflows are a powerful way of managing processes, made up of stages that your work items progress through.

Workflows can be as simple or complex as you need them to be. Define the stages of your process, then set up rules for what happens at each stage, and when records can move from one stage to the next.

Use workflows for a range of processes, from recruitment, to sales, to project management, to expenses.

    Workflows enable you to...
  • Gain visibility into your operations
  • Standardise your business processes
  • Ensure everyone knows what they need to do next
  • Give the right people the right information
  • Make reviews and approvals easy, with signatures and a full audit trail
Workflow stages

Standardise your business processes

Enable workflows on any collection in Kinabase to track progress, standardise processes, and gain visibility into your operations.

Workflows can help with a range of processes, from onboarding new employees, to managing customer feedback, to tracking your sales pipeline. Use workflows to standardise your business processes and help with compliance, making it easy to get it right every time.

For example, you can set up a workflow for your sales opportunities, moving them across stages, from 'New' to 'Qualified' to 'Won'.

Workflow actions

Ensure everyone knows what they need to do next

You can define what actions need to be taken at each stage of your workflow, and set up automation rules for when a record changes stage.

For example, you can notify team members, create new tasks, or convert a lead to a customer.

Enable stage gates to ensure that certain criteria are met before the next part of your process is triggered, and set up custom fields to capture new information at each stage. Ensure your team has all the information they need to move forward, every time.

Workflow permissions

Right people, right information

Set up permissions to ensure that everyone has the information they need to make informed decisions, based on workflow stages. Define which roles have access to records at each stage, and what level of access they have.

For example, you can set up a workflow for your projects, where project managers can see all stages, but team members can only see the stages they are working on. Add workflow actions so only the project manager can move a project to the next stage, and only the finance team can mark a project as 'Complete'.

Signatures

Reviews and approvals made easy

You can require signatures when changing stages in workflows, to ensure that the right people review, approve, and sign-off on actions. Whether it's signing off on a new technical drawing, or approving an expense, workflows ensure you gain full traceability and documentation.

Workflows work seamlessly with permissions, ensuring that only the right people can perform and sign-off on actions.

Plus, with the activity timeline, you can see who has signed off on what, and when, ensuring you have a full history on hand. Making your audits and compliance checks a breeze.

View all updates

Latest updates from the Kinabase team

Feature Update
Add signatures, permissions and fields to your workflows
Add signatures, permissions and fields to your workflows

17 May 2024

Add signatures, permissions and fields to your workflows

Set up approvals, signatures and more as part of your workflow with advanced permissions and additional fields. Allowing you to tailor your workflows to your exact needs and boost your team's productivity.

Feature Update
Stay on top of your work with notifications and priorities
Stay on top of your work with notifications and priorities

18 Apr 2024

Stay on top of your work with notifications and priorities

Set up priorities for your notifications and never miss a deadline - get alerts about what's important to you directly in your email inbox.

Feature Update
Hide completed work from lists, and focus on what matters
Hide completed work from lists, and focus on what matters

12 Dec 2023

Hide completed work from lists, and focus on what matters

Set workflow stages as inactive to help you enables you to better organise your data, and only see what's relevant.