Process Automation & Workflow Scenarios

What Is a Workflow Scenario

A workflow scenario in iTasks is a preconfigured sequence of steps that a task follows automatically. For each step, you define the task status and the responsible person. When a participant finishes their part, the task moves to the next step — to the next assignee, with the correct status. No manual intervention required.

Picture this: a designer finishes a mockup, and the task automatically moves to the developer with an "In Progress" status. The developer finishes — the task goes to QA with a "Testing" status. Everyone knows what to do, and nobody waits for a manager to reassign the task.

The number of steps in a scenario is unlimited. Build whatever route your process demands — from a simple "do → review" to complex chains with a dozen stages.

How Automation Works

Set up a scenario once — reuse it as many times as you need. The process is straightforward:

1. Create a scenario — define the sequence of steps. For each step, choose the task status and the responsible team member.
2. Launch a task with the scenario — attach a scenario when creating a task or add it later. The task begins its journey through the route.
3. Team members advance the task — at each step, the responsible person sees a special panel and clicks "Done" or rejects the task back to the previous step.

Everything happens automatically: status changes, assignee hand-offs, Telegram notifications. You don't need to monitor every task and manually pass it between people.

Scenario Panel in Tasks

When a task is running on a scenario, a special panel appears inside the task — a visual block showing the current step and available actions. The person responsible for the current step sees two buttons:

• "Done" — complete the current step and move the task forward in the scenario.
• "Reject" — send the task back to the previous step if something needs rework.

Other team members can see which step the task is on and who is currently responsible. This creates complete transparency: everyone knows where a task is stuck and who to talk to.

Manual Mode: Full Control

Automation is powerful, but not every task needs a scenario. iTasks lets you freely combine both approaches:

• • Scenario-based tasks — follow a preconfigured route automatically. Ideal for repeating processes: feature releases, request handling, document approvals.
• • Regular tasks — managed manually. You choose the status and assignee at any time. Perfect for one-off tasks, urgent requests, and anything that doesn't fit a template.

There is no lock-in to one format. Your team decides which tasks to automate and which to manage by hand. You can always detach a scenario from a task and switch back to manual control.

Use Cases

Workflow scenarios work for any process where a task passes through multiple people in sequence:

All of this is free for teams up to 3 people. The same approach is especially useful in HelpDesk when a customer request needs to move from first-line support to a specialist and then to a final check. Learn more about status customization and task management on the Workflow & Search page.