How to use Flow

Your starting page: your projects, what is overdue, what is due soon, what changed lately and your team.

Every task assigned to you in one list, from every project, including subtasks that are yours. The number beside it is how many of yours are overdue.

Notices about your work: a task given to you, a mention in a comment, a due date, an approval waiting for you. Click one to open the task.

A workspace groups projects, for a team, a department or a client. Workspaces are private to their members, so people only see the work they belong to.

Find any task or project from the search box at the top of every page.

Drag projects and workspaces into the order you like in the side menu, and fold the groups you use less. Your layout follows you to any computer.

The project at a glance: progress, the next milestones, the latest status update, the linked client from Scope and the Library pages that explain the work.

A column for each status. Drag a card to move the task forward. The Done column hides tasks finished more than 30 days ago, and you can change that.

Every task in rows, with its details in columns. Sort and group by any detail.

Tasks on the days they are due, by month or as one long list of weeks. Drag a task to another day to move its due date.

A timeline of the whole project. Drag a bar to move a task, drag an end to change one date, zoom from days to months, and group by person or status.

Every view can be narrowed by person, status, priority, due date, tag and more, or to milestones only. On the Board and List, the Options panel also chooses which details show, how tasks are sorted and grouped, and whether subtasks start open or closed.

Click any task to open it. The name, description and subtasks are on the left; the person, dates, priority, status, tags and other details are on the right.

Give a task a due date, and a start date if it runs over several days. A due time is optional.

None, Low, Medium or High. New tasks start at None, so only the tasks you mark stand out.

Break a task into smaller tasks of their own, each with its own person and date. They show under the task on the Board, List and Gantt, and on their own in My Work and the Calendar.

Talk about the task in its comments. Type @ and a name to mention someone so they are told.

Attach files from your computer, from Coavon Drive or from Google Drive.

The people who made the task, are assigned to it, comment on it or are mentioned follow it automatically and hear about changes. Anyone who can see the task can follow it or add someone else.

See who changed what on the task, and when.

Start a timer while you work, or add time by hand. A running timer shows at the top of the screen until you stop it. Owners can choose who may change recorded time.

Mark a task as a milestone to show an important date. It gets a diamond in every view and appears under Next milestones on the project overview.

Turn on Needs approval and choose an approver. The approver can approve, ask for changes or reject, and the task cannot be marked done until they have answered.

Mark a task as blocked by another so everyone can see the order the work must happen in.

In the List, tick several tasks to change their status, person, priority or due date together, move them to another project, mark them done or delete them.

Set a task to repeat every few days, weeks, months or years, on chosen weekdays, or on a day such as the first Monday of the month. Flow makes a new task on each date.

Save a task you make often as a template: its name, description, subtasks, person, due date, files and other details. Start a new task from it with the Template button at the top right of the new task window.

Save a project as a template and start the next one from it. When you start from a template, choose whether to bring over its tasks, recurring tasks and members. Statuses and custom fields always come with it.

Everyone in the workspace sees a project unless you limit it to certain people.

Add your own steps, such as Client Review, as extra columns on the Board. Each one counts as one of the four built-in statuses underneath.

Add your own details to the project's tasks, such as a channel or a budget, and colour the calendar by them.

Make a form with its own link that anyone can fill in, with no account. Each answer becomes a task in the project, and you choose where each answer goes on the task. People can attach documents and pictures. Free and Starter plans have one form with 20 answers a month.

Rules that act on their own when something happens in the project: when a task moves to a status or is done, create a task, give a task to someone, move it to a status or tell someone.

Invite a client or contractor into one project. They see only that project, can add and change tasks and comment, and do not need a seat.

A deleted project waits in a trash for 14 days and can be brought back with everything in it.

Every project you can see on one page, with its open tasks, so you can check progress without opening each one.

Post how a project is going (On track, At risk or Off track) with a short note, and choose someone to be reminded each week to post one.

Build dashboards from ready-made widgets or your own: open, overdue and finished work, time logged or a custom field's total, by person, project or status. Click any bar to see its tasks. Keep a dashboard to yourself or share it.

Set goals for the organization with a start and end date, and measure each one by the projects behind it, milestones, deals in Scope, hours logged or a number you type in. Goals can have smaller goals under them.

Group projects into a portfolio to see their status, progress, next milestone and end date side by side, as a list or a timeline.

A wiki for your team: a space for the whole organization and one for each workspace, with pages in a tree. Pages are written in the Docs editor, can start from templates such as meeting notes, and can be linked to the projects and tasks they explain.

A private checklist for the small things that are not project work.

Ask about your team's work in plain words, such as "what is overdue?", and have it create tasks, recurring tasks, projects and workspaces for you. It cannot change or delete anything.

Connect your Google account and your Flow tasks appear in a calendar of their own in Google Calendar. Move or rename one there and Flow follows.

Choose which notices you get in the Inbox and by email: assignments, mentions, due dates, comments and changes on work you follow.