Workflows define the steps that work moves through in DoneDone.
They help your team see where something stands, what needs to happen next, and when the work is complete.
A simple Workflow might look like:
Open -> In Progress -> Waiting -> Completed
In DoneDone, Workflows can be used with both:
- Projects and Tasks
- Mailboxes and Conversations
So whether your team is completing internal work or responding to an incoming request, the Workflow shows how that work moves from start to finish.
How Workflows Fit Into DoneDone #
Remember the basic DoneDone structure:
Mailboxes -> Conversations
Projects -> Tasks
Workflows sit across both.
A Mailbox uses a Workflow to track Conversations.
A Project uses a Workflow to track Tasks.
For example:
Support Mailbox
New -> In Progress -> Waiting on Customer -> Closed
Or:
Website Project
Open -> In Progress -> Review -> Completed
The Workflow gives everyone a shared understanding of what each status means and where the work currently stands.
1. Start With a Simple Workflow #
When you’re getting started, you don’t need a complicated process.
A simple Workflow such as:
Open -> In Progress -> Waiting -> Completed
is enough for many teams.
Each status should answer a simple question about the work.
Open #
The request or Task has been created and needs attention.
In Progress #
Someone is actively working on it.
Waiting #
Progress is temporarily blocked or waiting on someone else.
Completed #
The work is finished.
You can use one of DoneDone’s built-in Workflows or create a custom Workflow that reflects the way your team already works.
2. Use Workflows With Projects #
Every Project uses a Workflow to track its Tasks.
For example, imagine you have:
Project: Website Updates
A Task might move through:
Open
↓
In Progress
↓
Review
↓
Completed
When someone opens the Project, they can quickly see which Tasks are new, which are being worked on, and which are finished.
This makes status visible without relying on separate emails, spreadsheets, or chat messages.
3. Use Workflows With Mailboxes #
Mailboxes use Workflows in the same way, except the items moving through the Workflow are Conversations.
For example:
Mailbox: Customer Support
A Conversation might move through:
New
↓
In Progress
↓
Waiting on Customer
↓
Closed
As your team responds to the customer and works toward resolving the request, the status shows everyone where the Conversation stands.
The idea is the same whether you’re working with a Task or a Conversation:
The Workflow tells your team what stage the work is in.
4. Choose a Workflow That Matches the Work #
Different kinds of work may need different Workflows.
For example:
Customer support #
New -> In Progress -> Waiting on Customer -> Closed
Internal tasks #
Open -> In Progress -> Waiting -> Completed
Content creation #
Idea -> Drafting -> Review -> Published
Bug tracking #
Reported -> In Progress -> Ready for Testing -> Completed
The goal isn’t to create as many statuses as possible.
Use enough statuses to make the next step clear without making the process harder to understand.
5. Keep Workflows Consistent #
When possible, use the same Workflow across Projects or Mailboxes that follow the same process.
For example, if several teams use:
Open -> In Progress -> Waiting -> Completed
there may be no need to create a different Workflow for each team.
Keeping Workflows consistent makes it easier for people to move between Projects and Mailboxes without learning a new process every time.
Create a new Workflow when the actual process is different, not simply because the Project or Mailbox has a different name.
6. Update the Status as Work Changes #
As work progresses, update the Task or Conversation to the status that best describes where it is now.
For example:
A new support request arrives.
New
A team member begins working on it.
In Progress
They need more information from the customer.
Waiting on Customer
The customer responds and the issue is resolved.
Closed
Keeping statuses current makes DoneDone useful to everyone on the team because anyone can see where the work stands without asking for an update.
Add Automation When It Helps #
Once your team is comfortable with its Workflow, you can automate some of the repetitive steps.
DoneDone can trigger actions when a Task or Conversation moves into a particular status, including automatically setting a due date or adding Checklist Templates.
For example:
Conversation moves to Open
-> Set a due date two days from now
Or:
Task moves to Review
-> Add your Review Checklist
Automation can help your team follow the same process consistently without having to remember every step manually.
You don’t need automation to get started. First make sure the Workflow itself makes sense, then automate the repetitive parts.
What About Workflow Jobs? #
Workflow Jobs are an additional way to connect responsibility with particular stages of a Workflow.
They’re useful when your process is structured enough that a certain person or role is responsible whenever work reaches a specific status. DoneDone treats changing status and assigning someone as separate actions by default; Workflow Jobs can help connect those steps for more rigid processes.
If you’re new to DoneDone, you don’t need to set up Workflow Jobs right away.
Start with statuses first. Add Jobs later if your process needs them.
A Simple Example #
Imagine your team manages incoming IT requests.
You have:
Mailbox: IT Requests
Workflow:
New → In Progress → Waiting → Completed
An employee emails:
I need access to our accounting software.
The email becomes a Conversation with the status New.
When someone begins working on the request:
In Progress
If IT needs approval from a manager:
Waiting
Once access is created:
Completed
Now anyone looking at the Mailbox can immediately understand where that request stands.
The same Workflow could also be used in an Internal IT Project to track Tasks if the process is similar.
Keep Your First Workflow Simple #
A good Workflow should make work easier to understand, not add extra process.
When you’re starting out:
- Use only the statuses your team actually needs.
- Give each status a clear meaning.
- Keep similar processes consistent.
- Update statuses as work progresses.
- Add automation only after the basic process is working.
You can always refine your Workflow as your team learns what works best.
You’re Ready #
Once you’ve chosen a Workflow for your Project or Mailbox, your team has a shared way to track work from start to finish.
Remember:
Mailboxes organize Conversations.
Projects organize Tasks.
Workflows show how both move forward.
