Managing Jobs with Workflow Management

Track and move your jobs through their lifecycle from one place: choose a model and workflow, watch every job's status at a glance, create new jobs, and advance a job to its next status right from the map.

 

 

What is this?

 

Workflow Management is how Katapult Pro keeps everyone on the same page about where a job is in its lifecycle. Every job runs on a workflow, which is a defined sequence of statuses. You move a job from one status to the next by pressing an action button, and the buttons you see change with the job's current status, so the next valid move is always the one in front of you.

 

Two views work together:

• The Overview page is your list view. It shows every job for a chosen model and workflow, with each job's statuses laid out in columns.
• The Job Settings panel on the map is your action view. This is where you start a workflow and advance a single job's status.

 

This article covers the general UI: navigating the Overview page, creating jobs, and advancing statuses. The exact status names and button labels you see depend on how your company's workflow is configured. For the two default workflows, see the related links at the end.

 

When would I use it?

Reach for Workflow Management any time you are running jobs through a repeatable process and want that progress visible to your team. Use the Overview page when you want to scan the whole book of work, spot which jobs are stuck or ready for review, or find a specific job to open. Use the workflow actions on the map when you have finished a stage on one job and are ready to hand it to the next person or the next step.

 

How do I use it?

 

Open the Overview page

 

Go to katapultpro.com/overview/ directly, or open it from anywhere in Katapult Pro using the nine-dot waffle menu (the Other Apps app tray) in the top right and selecting Overview.

 

 

Choose your model

The field in the top left selects your model. The model is what houses the workflows available to you, so this is your first choice. Click the field, then pick the model whose jobs you want to manage. If your company has only one model, this may already be set for you.

 

 

Choose which workflow to show

Once a model is selected, use the Showing Workflows dropdown at the top to pick which workflow's jobs appear in the list. Under Workflows to Show, check the workflow ro workflows you want. The status columns in the list adjust to match the workflow you choose. Under Other View Options, you can also select Jobs without a Workflow to surface jobs that have not been placed on a workflow yet.

 

 

Search and filter the job list

 

To narrow a long list, use the search and filter controls at the top of the page. Type in the Search Applications field to find a job by name. For more control, click the filter funnel icon to open the filter panel, where you can:

• Toggle Show Completed/Canceled, Show Drafts, Show Archived, and Show Duplicated to bring those jobs into or out of view.
• Use Add Attribute Filter to filter the list by a specific attribute value.
• Save a set of filters and reuse it later from the Saved Filters dropdown (it reads No saved filters until you create one).

 

 

 

Read a job's status and details

 

Each row is one job. The columns show that job's high level statuses side by side, so you can see where every job stands without opening it (referred to Top Level attributes in the Model Editor). The colored dot at the far left of each row is a quick visual cue for the job's overall state.

 

For more detail on a single job, click the chevron on the right side of its row. The row expands to reveal additional attributes for that job. Click the chevron again to collapse the row.

 

 

Open a job in its own tab

 

To jump into a job, click the square pop-out icon at the far right of its row. The job opens on the map in a new browser tab, leaving your Overview list in place so you can come back to it.

 

Create a new job

 

Click the Create button in the top right and choose the workflow you want the new job to run on. The workflow you pick determines the statuses and action buttons the job will have.

 

 

Add a workflow to an existing job

 

Ideally a job is placed on a workflow when it is created. If a job already exists without one (for example a job that shows up under Jobs without a Workflow), you can add a workflow from within the job. This is done in Job Settings, not from the Overview page.

 

Open the job from the map page and open the Job Settings panel using the gear icon in the top left. Under the model chooser (Current Job's Models), press Start Workflow. In the Start Workflow window, choose the workflow you want from the dropdown, then press Start. Once the workflow is started, you can progress the job through its statuses or force change the status using the steps below.

 

 

Advance a job's status from the map

 

Status changes happen from inside the job. Open the job (from the Overview page or the map), then open the Job Settings panel using the gear icon in the top left. Near the top of the panel you will see the workflow card, which shows the workflow's name and its current status.

 

Under Actions, press the action button for the next step. The panel shows the named button or buttons that advances the job to its next status, and only the buttons that are valid for the current status appear. Each button runs the action it has been configured to do, and any status change is reflected on the Overview page for the rest of the team.

 

 

Force change a status

 

Sometimes you need to set a status directly without walking through the normal sequence. On the workflow card, click the three-dot menu and choose Force Change Workflow Status. In the Force Status Change window, pick the value from the New Status dropdown, then press I Understand, Proceed to confirm (or Cancel to back out).

 

Use this only when you have to. A forced change skips the required status-change inputs the workflow would normally collect, and it represents a deviation from the standard workflow status flow, so treat it as a last resort rather than a routine move.

 

 

View the workflow action logs

 

To see the history of a job's status changes, open the same three-dot menu on the workflow card and choose Show workflow logs. The Workflow Action Logs window lists each action that has run, its result, how many actions ran, and how long ago it happened.

 

 

Tips and troubleshooting

 

• The buttons change with the status. You will only ever see the action buttons that are valid for the job's current status, so if a button you expected is missing, the job is probably not in the status that offers it yet.
• Do not see your job in the list? Confirm you have the right model selected in the top left and the right workflow chosen in the Showing Workflows dropdown. A job built on a different workflow will not appear until you switch to it, and a job with no workflow lives under Jobs without a Workflow.
• A job disappeared after a status change. Each status carries its own access rules, and those rules re-apply every time the status changes. If a job drops off your list after you advance it, the new status likely does not grant your company access. Whoever configures the workflow can adjust access for that status in the Model Editor.
• Completed jobs drop off the list. Finished jobs filter out of the active Overview list by default so your current work stays front and center. Open the filter panel and turn on Show Completed/Canceled to bring them back into view.
• Pick the workflow when you create the job. Changing a job's workflow or model after creation can affect its statuses and downstream work, so choose carefully up front.
• Force change is a deviation, not a shortcut. Because a forced status change ignores the inputs the workflow normally requires, reserve Force Change Workflow Status for the rare cases where the standard flow cannot get you where you need to be.