Building Workflow

Documentation Index

Fetch the complete documentation index at: https://docs.mileapp.dev/llms.txt

Use this file to discover all available pages before exploring further.

This guide explains how to view existing Workflows and how to create a new one.

​

Viewing the Workflow List

Navigate to Flow > Workflow to open the Workflow page. The page shows a list of every Workflow in your organization, a search bar to filter Workflows by name, and a New button (visible only if you have the Create Workflow permission). The list shows these columns:

• No. — sequential row number.
• Name — Workflow name.
• Flow — names of the Flows included in the Workflow, separated by commas.
• Steps — total number of steps in the Workflow.
• Action — Edit and Delete buttons.

Use the search bar to filter Workflows by name, and use the pagination controls below the table to move through pages.

​

Creating a New Workflow

Click the New button in the top-right corner to open the Create Workflow modal.

​

Step 1: Enter the Workflow Name

Enter a name for the Workflow. The name must be:

• Unique within your organization (duplicate names are rejected).
• Between 2 and 100 characters long.

Use a descriptive name that reflects the process, such as “Pickup to Delivery” or “Inspection and Report”.

​

Step 2: Configure the First Step

Every Workflow must have at least 1 step and can have up to 10 steps. Each step requires the following:

• Flow (required) — pick the Flow that will be used by this step. The dropdown lists the Flows available in your organization.
• Assignee (optional) — pick one or more users who will be assigned by default to tasks created at this step. Leave empty if you do not want a default assignee.
• Status Mapping (required) — pick the status that this step’s task maps to. The dropdown lists the Workflow’s default statuses (such as Done, In Progress, Pending) plus any custom statuses added via Manage Status.

​

Step 3: Configure Field Mapping

Expand the Field Configuration section on the step card to set the field values for that step. The Field Configuration behaves differently depending on the step position:

• Step 1 — fields can only be set as manual default values. Whatever you enter here is used as the starting value for the first task of the Activity.
• Step 2 and later — each field can either be set to a manual default value or mapped to a field from any earlier step. When a step’s task is created during the Activity, mapped values are copied from the earlier step’s task.

The available fields and their types come from the Flow selected in Step 2. Only earlier-step fields with a compatible type appear in the mapping dropdown.

​

Step 4: Add Additional Steps

Click Add Step to add another step to the Workflow. For each additional step:

1. Select a Flow.
2. Optionally pick an assignee.
3. Pick a Status Mapping.
4. Configure field mappings.

Use the trash icon on a step card to remove that step. Steps always execute in their list order (step 1 → step 2 → step 3, and so on); the order cannot be changed once the step is added — to reorder, delete and re-add the step. A Workflow can have at most 10 steps. If you add more than 10, the system rejects the Workflow when you submit it.

​

Step 5: Submit

When all steps are configured:

1. Review the Workflow Name and the configuration of every step.
2. Make sure every required field marked with * is filled.
3. Click Submit to create the Workflow, or Cancel to discard the changes.

After a successful submission, the new Workflow appears in the Workflow list and is immediately available for creating new Activities.

​

Example: Pickup to Delivery Workflow

A common Workflow chains a Pickup Flow and a Delivery Flow, carrying the recipient details from the pickup stage into the delivery stage:

1. Step 1 — Pickup
   • Flow: Pickup
   • Assignee: warehouse runner
   • Status Mapping: Done
   • Field Configuration: set defaults for the pickup form
2. Step 2 — Delivery
   • Flow: Delivery
   • Assignee: delivery driver
   • Status Mapping: Done
   • Field Configuration: map customer_name from Pickup → recipient_name on Delivery, and pickup_address from Pickup → delivery_origin on Delivery

When an Activity is created from this Workflow, MileApp creates the Pickup task with the configured defaults. After the Pickup task is completed, the Delivery task is already populated with the mapped fields from the Pickup task.

​

Frequently Asked Questions

Q: How many steps can a Workflow have? A: At least 1 step and at most 10 steps. Submitting a Workflow with more than 10 steps is rejected by the system. Q: Why can’t I pick the same Flow on two steps? A: Each step in a single Workflow must use a different Flow. The Workflow Builder rejects duplicate Flow selections within the same Workflow. Q: What happens if I leave the Assignee empty on a step? A: The step does not get a default assignee. When an Activity is created from the Workflow, the user creating the Activity can pick the assignee for that step manually. Q: Can I assign multiple users to one step? A: Yes. The Assignee field accepts one or more users. The selected users become the default assignees when an Activity is created from the Workflow. Q: What’s the difference between Field Configuration on step 1 and the later steps? A: Step 1 only allows setting a manual default value for each field. Step 2 and later let you either set a manual default value or map the field from any earlier step’s matching field. Mapped values are copied from the earlier step’s completed task data. Q: Can I reorder the steps after I add them? A: No. Step order cannot be changed once the steps are added. To reorder, delete the step in the wrong position and re-add it in the correct order. Q: Where do I add a custom Status that I can use in Status Mapping? A: Click Manage Status in the Create Workflow modal — see Managing Workflow for details. Q: Can I create an Activity right away after the Workflow is saved? A: Yes. After submission, the Workflow is immediately available in the Activity creation modal under Task → New → Activity.

​

Related

• Introduction to Workflow
• Managing Workflow
• Activity in Task
• Introduction to Flow