Recurring workflows
Generate repeating client cycles and recurring tasks from templates, with a preview of what each run creates and an audit link to every generated record.
- Who can use this
- Members who can read projects, tasks, or requests can view recurring workflows
- Creating, editing, and running workflows requires manage access to projects, tasks, and requests
On this page
Explore workflow diagram
Workflow diagram
Recurring workflows
Workflow diagram. The text on this page has the exact steps and permissions.
Set up repeating work once
Recurring workflows create records on a schedule, so monthly or quarterly work sets itself up. What they create is ordinary projects, requests, and tasks that you can edit like anything else. Every run links back to the records it created.
Two kinds of recurrence
Client cycles
Create a project, requests, and several tasks for one client each period. Good for retainers and reporting cycles.
Recurring tasks
Create tasks only, never requests or projects. For scheduled meetings, they can also log the meeting time as a time entry.
Schedules
Both kinds run weekly, monthly, or quarterly.
Create a client cycle
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1
Open Recurring workflows and choose New client cycle.
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2
Pick a client cycle template. Check the preview of what each run will create.
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3
Select the client and leave the workflow active.
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4
Create the workflow. It runs on its next run date, or choose Run now to create the first period straight away.
Example
A monthly maintenance retainer
Northstar pays for monthly portal maintenance. A monthly client cycle creates a "Northstar maintenance – July" project with tasks for dependency updates, a security patch review, and the monthly report. On 1 August, it creates the August set automatically. Time logged against those tasks flows into the monthly invoice like any other time.
Make a single task recurring
Task-only recurrence starts from Tasks. Use Make recurring on a task, or Recurring Tasks on the Tasks page. Set the cadence, the generated task name, priority, status, and how many days after creation it's due.
Runs, pausing, and history
Flopinio checks for due workflows every hour. Each run records its status, the period it covered, and links to every record it created. Pausing a workflow stops future runs. It doesn't change anything that was already created.
FAQ
Can I edit generated tasks?
Yes. Generated projects, requests, and tasks are normal records. You can edit, assign, complete, and bill against them.
What happens to existing records if I pause or edit a workflow?
Nothing. Pausing or editing only affects future runs.
Who can create recurring workflows?
Anyone who can view projects, tasks, or requests can see them. Creating, editing, and running them needs permission to manage projects, tasks, and requests.