What you need to know
Publish needs every square of the task grid set. You can set squares one at a time, and the cursor jumps to the next one that is not set. Or you can fill many at once: for each task, pick its home stage, the stage where its work is done, and Workflow works out the rest of its row. You see what it would fill before anything is saved. You need to be a department manager or a company administrator.
Before you start
- The version is a draft, with its tasks on Tasks.
- Its stages are in order on Stages, and its transitions are in place. The grid has a column only for the stages that work can reach.
What to do: one square at a time
- Open the template from Workflow Templates, select Edit on the draft, and select Task grid in the left menu.
- Select a hatched square. Its choices open.
- Choose Backlog, Up next, Doing, In review or Closed. It saves at once, and the cursor moves to the next square that is not set.
- Press Enter to open that square's choices, and go on until every square is set.
What to do: many squares at once
Each row fills from its home stage, counted in the order of the stages:
No records
- On Task grid, select Fill empty squares from a home stage…
- For each task you want to fill, choose its home stage. Leave a task on No pick — leave this row alone to skip it. If a row already has one Doing square, its home stage is picked for you.
- Select Show me what this would fill. Nothing is saved yet. The answer is drawn as a small grid:
- If the answer is right, select Fill these squares. The dialog closes, and a message says how many it filled, for example “A sweep filled 3 squares.”
Confirm it worked
The squares show their codes, and no hatched square is left. On Publish, the list no longer has an item about empty squares.
If it did not work
- A fill made a wrong guess: select Undo that sweep above the grid. It takes back what the fill set, and a message says how many, for example “Removed 3 squares.” The offer goes away when you next set or clear a square by hand.
- A fill never changes a square that already has a value. To fill one again, clear it first: select it, then Clear this square.
- Fill empty squares from a home stage… cannot be selected: every square is set. A message says “Every square is set, so a sweep has nothing left to fill.”
- A message says “The stages changed while this was open. Your picks are kept, but the ones naming a stage that no longer applies will need choosing again.” Someone changed the stages. Select Reload this version, check your picks, and try again.
Good to know
A fill runs once. It is not a rule: if you add a stage or a task later, set the new squares yourself, or fill again. The dialog says so: “Fills empty squares only, and runs once — it never overwrites a square that already has a value, and is not saved as a rule.”