Workflow Milestones Tracking
Workflow Milestones give users the ability to track the progress of a Workflow without the need for access to the Capacity Web Console. The Milestones tracking feature functions similar to a pizza or package delivery tracker.
Workflow builders can place Milestones in the Workflow which are marked complete when a run reaches the step. Users who want to track the progress of the Workflow can then use their unique tracking link to view a Workflow tracking page which lists all the Milestones and their completion status.
This article will explain the following Workflow Milestones features:
- Milestones Step Card
- Edit or Create a new Milestone
- Milestones Settings
- Using Milestones with Branching Paths
- Workflow Tracking Link
- Workflow Tracking Page
Milestones Card
The new Milestone Step Card can be found at the bottom of the default step options in the left sidebar.
Drag the Milestone card to the place in your Workflow where you want the tracker to show a Milestone. Just like other Workflow steps, connect lines between the new step and other steps to set when the Milestone step will be run. Milestone steps can be edited, deleted, or duplicated just like other step types.
Edit or Create a new Milestone
To create a new Milestone, first click the edit icon to open the edit sidebar for the Milestone step.
The edit interface will give the following options:
- Create save a new Milestone name and description
- Select a previously existing Milestone
- Delete the selected Milestone
Milestone Settings
The new “Milestones” settings tab allows the user to strictly define the order of Milestones on the Workflow tracking page. Use dragging to re-order the Milestones, regardless of their position in the Workflow Builder tab. Milestones can also be dragged to the right to indent them and make them appear as a “Sub-milestone” of a previous Milestone. The right panel will show a preview of how the Workflow tracking page will look.
Important Notes
- The order which Milestones show on the tracking page are defined by the Milestone Settings, and are not affected by their placement in the Workflow.
- The placement of the Milestone in the workflow only affects when the step will be marked as completed on the Workflow tracking page.
Using Milestones with Branching Paths
Workflows commonly use logic to create branching paths. Milestones, however, are designed to create a linear, non-branching tracking experience.
If multiple Milestone steps using the same Milestone are placed on different paths/branches, the first one to be reached in the Milestone will be used to mark the step as complete.
If Milestones are skipped, but a later milestone is marked complete, the previous steps will also be marked complete.
Workflow Tracking Link
To get a link to the workflow tracking page, use the new default variable {{workflow.tracker_url}}. The new variable is accessible from the lightning bolt variable selector.
The easiest way to get the link is to share it via a Broadcast step and include the Workflow tracker url in the body message of the email.
Workflow Tracking Page
The Workflow tracking page is a public page where anyone with the link can view the completion status of the specific Workflow run. While the tracker is public, only people with the unique tracking ID or tracking URL will be able to find the Workflow tracking page, similar to all other package tracking urls.
Users can see completed and pending steps in the Workflow, as well as the date when the completed steps finished. Milestone step “descriptions” will only show for the next pending step.