Workflow Order

Workflow Order is the workspace settings tab where an admin arranges every workflow in the workspace into named groups, sets the order those groups appear in, and picks an icon for each workflow. That one arrangement drives three surfaces identically: the left sidebar under Approval Workflows, the dashboard headings over the workflow cards, and the workflow filter checklists on My Requests and My Approvals. It exists so the places people look for approvals match how the team actually talks about them, instead of one flat list. You'll need workflows already published in the workspace, and the tab is visible only to the workspace owner and members with the admin role.

Who this is for: admin.

Create a group named for a department — type the name into 'New group name' and click 'Add group'

Groups are how you break a long, flat workflow list into sections people recognize — a department, a function, a site. A brand-new group is empty, so it stays invisible on the sidebar, dashboard, and filters until you move a workflow into it; it shows only here in the editor.

1. Sign in as the workspace owner or a member with the admin role — the Workflow Order tab is not shown to anyone else.

2. Type the name you want the group to carry on the sidebar, dashboard, and filters into New group name — the example uses Finance.

   

3. Click Add group.

   

The new group appears in the Workflows card with the empty-group hint Drag a workflow here. underneath it.

Drag one workflow's grip into the new group

Moving a workflow into a group is what makes the group real to everyone else — it is the same drag whether you are reordering a workflow or relocating it. The editor notes that these changes take effect after you reload the page, so the sidebar you are looking at does not rearrange while you drag.

1. Drag a workflow row by its grip handle and drop it onto the new group's placeholder — in the example screenshots, Drag Purchase Orders is dropped onto Drag a workflow here.

   

The workflow now sits inside the group, listed under its heading — Finance in the example screenshots.

Click another workflow's icon and pick a new one from the icon grid

An icon makes a workflow findable at a glance in the sidebar and on the dashboard cards. The picker offers a curated set of 72 icons plus a Use default option to clear back to the standard icon; there is no custom icon upload.

1. Click the icon on the workflow row you want to change (Change icon) to open the icon picker.

   

2. Type a word that describes the icon you're after into Search icons… — the example uses calendar.

   

3. Click the icon you want in the grid — the example picks heroicon-o-calendar-days.

   

The picker closes and the workflow row shows its new icon — the Vacation Requests row in the example screenshots.