Workflow FAQ
Goalify Workflows are designed to automate processes and make collaboration easier. This FAQ answers the most common questions to help you design better workflows, solve common challenges, and confidently use all the features available in the workflow designer.
What is the difference between a workflow and a cycle?
A workflow is the template you design. A cycle is a single assignment of that workflow to one or more members.
Every time you roll out a workflow, a new cycle is created.
Can I assign the same workflow multiple times?
Yes.
Each roll-out creates a new cycle. Members can complete each cycle once, but you can assign the same workflow as many times as needed.
What happens if I change a workflow that is already in use?
Changes to the current version also affect existing workflow cycles.
If you want existing cycles to remain unchanged, create a new workflow version before making changes.
When should I create a new workflow version?
Create a new version whenever you want to improve or redesign a workflow without affecting members who are already working on it.
You can choose which version to use each time you roll out the workflow.
Can different members receive different workflow versions?
Yes.
When rolling out a workflow, you can select which published version should be assigned to that particular roll-out.
Can I assign one workflow to multiple members?
Yes.
You can choose between two assignment types:
- Individual cycles – Every member receives their own copy of the workflow.
- Shared cycle – All selected members work together on the same workflow.
What is a shared cycle?
A shared cycle allows multiple members to collaborate on the same workflow.
Everyone can view the progress and complete tasks together.
Can members start workflows themselves?
Yes.
If member deployment is enabled in the workflow settings, members can start new workflow cycles whenever they need them.
Can members manage their own workflow cycles?
Yes.
Depending on the workflow's administrative settings, members can start, stop, archive, or delete their own workflow cycles.
What happens when a workflow reaches its end?
Once all required steps have been completed, the workflow is finished.
Depending on your workflow design, it may also be archived automatically.
Can I schedule a workflow to start in the future?
Yes.
When rolling out a workflow, you can specify a future start date, time, and time zone.
The cycle is created immediately but only becomes active at the scheduled time.
Can I assign deadlines to individual tasks?
Yes.
Each task can have its own start time, deadline, or duration, helping members complete work within the expected timeframe.
What happens when a task becomes overdue?
The task is marked as overdue.
Depending on its configuration, members may still complete it, or the task can automatically be skipped so the workflow continues.
Can I pause a workflow?
Yes.
You can manually stop a workflow cycle or use a Stop Workflow step to pause it automatically until work should continue.
Can I automatically notify people during a workflow?
Yes.
Workflow notifications can be sent automatically when important events occur, such as when a workflow starts, a task is completed, or the workflow finishes.
You can also use Notification steps inside the workflow to send emails or push notifications at any point.
Can workflows interact with other systems?
Yes.
Use the Call API step to send information to external systems such as CRM, HR, ERP, or automation platforms.
Can I collect files, photos, or locations?
Yes.
Tasks support many different field types, including:
- Text
- Numbers
- Dates and times
- Checkboxes
- Selections
- Photos
- Files
- GPS locations
- User selections
Can workflows make decisions automatically?
Yes.
Use Branch Points to create conditional workflows.
For example, high-risk cases can automatically follow an approval process, while low-risk cases continue directly to the next step.
Can multiple tasks happen at the same time?
Yes.
Simply create parallel workflow branches.
A Junction can then wait until every branch has been completed before the workflow continues.
Can I automatically transfer work to another person?
Yes.
Use a User Change step to transfer responsibility to another person, allow the current user to choose the next assignee, or create a Workflow Ticket that eligible team members can claim.
Can I attach documents or videos to a task?
Yes.
Each task can include documents, images, videos, PDFs, or other resources to help members complete the task correctly.
Can I reuse information entered earlier in the workflow?
Yes.
Information collected in previous tasks can be reused throughout the workflow—for example in task titles, descriptions, notifications, labels, API requests, and workflow conditions.
Can I copy a workflow?
Yes.
You can duplicate a workflow to save time or copy it to another team that belongs to the same owner account.
Can I delete a workflow?
Yes.
However, deleting a workflow permanently removes:
- All workflow versions
- All workflow cycles
- All collected member data
This action cannot be undone.
Which workflow pattern should I use?
That depends on your process:
- Linear Process for standard procedures.
- Parallel Tasks when multiple activities can happen simultaneously.
- Branch Points when the workflow should adapt based on previous answers.
- Delay when work should continue later.
- User Change when responsibility changes between people or departments.
These patterns can be combined to build workflows of any complexity.