Template Seasonal Workflows to Save Time and Workflow # Limit

Platform discussions Special workflows & use cases
, ,
1

In a previous post, I strongly recommended placing workflows into templates to ensure that when you spin up new boards, your workflow automations are already mapped and ready to go.

I recently implemented this to streamline our Camp and Summit workspaces. Each of these contains 8–12 interconnected boards that rely on complex Workflows to communicate with each other (and with 4 other permanent “master” boards). Templating the Workflows along with the boards guaranteed consistency, accuracy, and structural integrity across the boards.

What if I told you there’s another benefit to creating these Workflows in a template (or even a folder)?

If you’re on a Pro or Enterprise plan, you are limited to the amount of allowed active Workflows. This creates constraints, especially with seasonal projects. You don’t want to lose past data, but once the season ends, those active Workflows are just eating up your allocation.

Solution:

  1. Dedicated Workflow Workspace: I created a separate workspace specifically for managing Workflows, organized by Folders. ALL permanent (and temporary) Workflows are placed there.
  2. Folder-Based Provisioning: Even in the template center, the Workflows are created within Folders. Therefore, when a template creates a new set of boards and Workflows, those Workflows are automatically grouped into a specific folder.
  3. Turn OFF All Template Workflows: When saving your Workflows in the Template Center, make sure to turn them OFF! Otherwise, they take up Workflow allocations!
  4. Turn ON Newly Created Workflows: Since your Workflows in the Template Center are OFF, you will need to turn them back ON for them to work. The easiest method is to go to the Automation Center, go to the Workflows section, and then select for the Workspace the newly created Workflows were created. You can easily turn them ON there instead of manually going into each Workflow to activate them.
  5. Move & Delete: After activating all the newly created Workflows, I move the new folder of Workflows to the dedicated Workflow Workspace. Once the season ends and the Workflows are no longer needed, I delete the entire folder.

Saves time. Saves space. Saves allocations.

Enjoy!

1 Like