Project Workflow

Introduction

Digitizing your project workflow in Proggio allows your organization to manage your projects from start to finish in one solution and keep all of your project’s data stored in one place for future reference.

Proggio allows you to configure separate workflows for both Projects (Execution) and Project Intake, giving you complete control over how projects move through each stage of their lifecycle.

To learn about how your organization can benefit from project workflows, click here.

Above is an example of various projects in different stages of a customized project workflow after a project workflow has been determined.

Setting Up Workflows (Intake vs Execution)

Accessing Workflow Settings

To configure your workflows, navigate to: Settings → Workflows

Here you’ll see two workflow types:

• Intake – For managing project intake requests
• Execution – For managing project execution

Each workflow type can be configured independently with different stages and requirements.

Activating Project Intake

If you’re using the Intake workflow, you’ll see a toggle at the top to activate or disable the project intake process.

Make sure to enable this toggle if you want to use intake workflows in your organization.

Configuring Stages

Understanding the Workflow Interface

When configuring either Intake or Execution workflows, you’ll see:

• Left side: List of workflow stages
• Right side: Steps required to move between stages

Managing Stages

You can fully customize your workflow stages:

Add or Remove Stages:

• Click to add new stages or remove existing ones
• Note: The Archived stage is always required at the end to ensure proper project completion and storage

Change Stage Colors:

• Assign different colors to each stage for easy visual identification

Reorder Stages:

• Drag and drop stages to reorganize the workflow sequence

Enable or Disable Stage Workflows:

• At the top of the steps list for each stage, you’ll see an option to enable or disable that specific workflow stage
• If disabled, moving to that stage won’t trigger a form—users can move projects freely

Configuring Steps

What Are Steps?

Steps are the requirements that must be completed when moving a project from one stage to another.

When configured, a form appears prompting users to fill in the required information.

Adding Steps to a Stage

For each workflow stage, you can add multiple steps from the following categories:

1. Project Metadata

• Includes all project fields like description, owner, or any custom field added to your space
• Users must fill in the selected metadata before moving to the next stage

2. Prioritization

• Select which prioritization fields (configured in your space) users must complete
• Helps ensure projects are properly prioritized according to your organization’s criteria

3. Document

• Requires users to attach a document (PDF, Word, etc.) before moving to the next stage
• Useful for requiring project charters, approval documents, or supporting materials

4. Approvers (Available in stages 2 and beyond)

• Assign specific users who must approve the stage transition
• Approvers receive an email with a link to approve or reject the move
• The project cannot advance until approval is granted

Step Configuration Options

For each step you add, you can:

Mark as Mandatory:

• Check the mandatory box to require completion before the project can move
• Unmarked steps are optional

Add Information:

• Use the info column to manually explain more about the field
• Provides context and guidance to users filling out the form

Create Dependent Fields:

• Add fields that only appear when a choice field has a specific option selected
• Creates dynamic, intelligent forms that adapt to user input
• Learn more: Dependent Fields in Workflows

Moving Projects Between Stages

Once your workflows are configured, there are three ways to move projects or intake projects between stages:

Method 1: List View

1. Navigate to the Portfolio/Project Intake module
2. Switch to List View
3. Locate the Workflow Stage column
4. Click the workflow stage for any project
5. Select the desired stage from the dropdown
6. The workflow form will appear if configured for that stage

Method 2: Board View (Kanban)

1. Navigate to the Portfolio/Project Intake module
2. Switch to Board View
3. Your projects appear in a Kanban-style board organized by stage
4. Click and drag a project from one stage to another
5. The workflow form will appear if configured for that stage

Method 3: Project Properties

1. Open the project properties:
   • From List View: Click the three dots that appear when hovering over a project
   • From Board View: Right-click the project
   • Select Properties from the context menu
2. In the Properties tab (first tab), find Workflow Stage
3. Select a different stage from the dropdown
4. The workflow form will appear if configured for that stage

Viewing Workflow History

Proggio tracks the complete history of workflow stage changes for every project.

To view workflow history:

1. Open Project/Project Intake Properties (see Method 3 above)
2. Switch to the Workflow Stage tab
3. Review the complete workflow history, including:
   • Date and time the project moved to each stage
   • Stage name
   • How much time the project spent in that stage
   • The filled form a user submitted when moving to that stage
4. Optional: Click Export (top right) to download the history as an Excel file

This audit trail ensures complete transparency and traceability throughout the project lifecycle.

Key Differences: Intake vs Execution Workflows

Both workflows support the same step types and configuration options, allowing you to standardize processes across your organization.

Best Practices

Start Simple:

• Begin with 3-4 stages and basic requirements
• Add complexity as your team becomes comfortable with the system

Use Mandatory Wisely:

• Only mark truly essential fields as mandatory
• Too many required fields can slow down workflow progression

Leverage Approvers:

• Use approvers for critical stage transitions (e.g., moving to execution, closing projects)
• Avoid requiring approval for every stage to prevent bottlenecks

Document Your Process:

• Use the info column to explain what’s needed for each field
• Reduces confusion and speeds up form completion

Review Regularly:

• Check workflow history to identify bottlenecks
• Adjust stages and requirements based on actual usage