In managing and automating tasks, the Workflow Notes feature is essential for ensuring clear communication and smooth task execution within teams. This feature enables users to leave detailed notes and track important information. With Workflow Notes, team members can access critical insights about each task, resulting in fewer misunderstandings and more efficient project outcomes. In this article, we’ll explore how to use Workflow Notes to enhance team collaboration and boost workflow efficiency.
Head to the Automation > Workflows section in your account, then select an existing workflow or create a new one to begin.
On the left sidebar, you will find both the notes icon (1) and the sticky notes icon (2). Workflow Notes are stored discreetly within the Notes tab, while Sticky Notes are prominently visible within the builder for easy reference. Select the option that best aligns with your requirements.
Workflow Notes
To add a note to your workflow, click the Notes icon and enter the desired text in the Workflow Notes section bearing the 5000-character limit in mind. Once you have completed your entry, confirm the text and save the workflow to retain the note.
📌Note: The notes added will be visible to all the users.
Workflow Notes display essential details such as "Created by," "Updated by," "Created on," and "Edited on" information, allowing users to track who made changes and when those changes occurred. Hover over the user’s initials to display their full name.
Sticky Notes
To add a Sticky Note to your workflow, click the Sticky Notes icon then choose a color from the color picker.
The sticky note will then populate in the Builder and will allow you to drag and drop it to the required position.
Hover over the sticky note to reveal the available actions including:
- Editing the sticky note.
- Duplicating the sticky note.
- Discarding the sticky note.
You can enhance your Sticky Note by double-clicking the text field to enter the desired information. In addition to text, you can improve the design of your Sticky Note by adding an image, adjusting the text size, and incorporating bulleted lists. Please keep in mind the 5,000-character limit when adding content.
Once you are satisfied with the appearance of your Sticky Note, simply click anywhere within the workflow to save your changes.
To clear your view of all Sticky Notes, simply click the "Hide Notes" button. This action temporarily conceals all Sticky Notes within the builder, allowing you to focus on other workflow elements without distraction. To make the notes visible again, click the "Show Notes" button.
Action Notes
Hover over an action to reveal the notes icon in the top-right corner. Click the icon to add action-specific notes that others can view and build upon.
Input the desired information in the designated field, then click "Add" to apply your changes. Save the workflow to finalize the addition.
Once saved, the icon will appear permanently beside the action.
Each note retains a history of additions, enabling teams to effortlessly track discussions, updates, and feedback related to specific actions within a workflow.
View all action notes within the Notes section of your workflow.
By effectively utilizing these features, you can ensure that critical information is easily accessible, discussions are tracked, and updates are efficiently managed.
Use Cases
- Utilize Sticky Notes to create color-coded task lists and visual reminders, facilitating easier tracking of workflow progress for team members.
- Incorporate Action-Level Notes to deliver instructions, feedback, or background context specific to each action, thereby ensuring clarity and enhancing collaboration within the team.