Workflows in the SmartUse App
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    Workflows in the SmartUse App

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    Article Summary

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    What to Know

    • Six of the most common Workflow types are already built-in SmartUse and are ready to use.
    • In addition to the default Workflows, users can add as many Workflow types as they need under the project settings, in the Web Portal. 
    • Within each type, Workflow Items are created for specific documents, processes or issues.
    • Once an Item is created in the Web Portal, it can then be accessed in the SmartUse App to keep track of it.

    See below for instructions to:

    Access Workflows

    Workflow List View

    • Filters
    • Search
    • Group By
    • Generate XLS Report
    • Create a Workflow Item

    Creating a Workflow Item

    • Workflow Sections
      • General
      • Description
      • Comments
      • Related Items
    • Action Buttons

    Access Workflows

    1. From the Project page, select the project for which you want to view the Workflows.
    2. Tap the hamburger menu a the top left.
    3. Select either of the Workflow types in the left side navigation menu. This will bring you to the Workflow List view.
    4. In the List view, tap the desired Workflow Item. This will bring your to the Workflow's Item view where you can fill in the item and keep track of it's progress.

    Workflow List View

    Workflow Items appear in the Workflow List after they have been created in a Workflow Type.

    Tapping on an item will open it.

    Tapping the three dots on one of the Workflow items allows:

    • Opening the Workflow Item
    • Sharing the Workflow Item
    • Generating a PDF Report


    1. Tap the Filters Icon in the upper left corner.
    2. Select one of the filters to set filters.
    3. Select the desired filters:
      • Status Type:
        • Drafted
        • Opened
        • Closed
        • Voided
      • Statuses:
        • Draft
        • In Progress
        • On Hold
        • Completed
        • Void
      • Assignees
      • Raised By
      • Opened date:
        • Today
        • Last 7 days
        • Last 14 days
      • Due date:
        • Overdue
        • Today
        • Tomorrow
        • Next 3 days
        • Next 7 days
        • Next 14 days
        • Last 7 days
        • Last 14 days
      • Closed date:
        • Today
        • Last 7 days
        • Last 14 days
    4. Tap Back.
    5. If desired, select another filter category to set other filters.
    6. Tap Close.
    7. The Workflow List view will be updated to reflect the selected filters and the number of filters applied with show on the filter icon itself.
    8. To cancel any filter, tap the X on the filter's pill.


    Use the Search bar to search Workflow items by key words. As you type, the most relevant search results will be displayed.

    Group By

    Use the Group By dropdown to group the Workflow List Items in a specific order.

    1. Tap the Group By dropdown menu.
    2. Select how you want to group the Workflow Items:
      • Status Type (by default)
      • Status
      • Created by
    3. The List will automatically reorder itself.
    4. To remove the grouping, tap the X in the Group By pill.

    Generate XLS Report

    Allows generating an XLS report which will be sent to your email.

    1. Tap the download icon in the upper right.
    2. Go to your email.
    3. Click the link to the report to download it.
    4. Go to your downloads and open the file.

    Create a Workflow Item

    Allows creating a new Workflow Item. See the Creating a Workflow Item section for details.

    Creating a Workflow Item

    After a Workflow type has been added in the project in the Web Portal, the new Workflow Type will appear in the left side navigation menu. From there, a Workflow item can be created either in the Web Portal or the SmartUse App.

    1. Tap the hamburger menu.
    2. Select the Workflow type for which you want to create a Workflow item.
    3. Tap the + sign in the upper right corner.
    4. This will bring you to the Workflow Item window.
    5. The Workflow will have a Draft status when first created and will be given an automatic number with the prefix and four zeros.
    6. Fill in the sections described bellow.

    Workflow Sections


    • Title: Give a descriptive title to the Workflow item.
    • Number: The Workflow number is given automatically and cannot be changed. It will change automatically when passing to an Opened or Closed status type.
    • Raised by: Name of the user who raised the process or issue as a Workflow. This defaults to the user entering the item, however it can be changed to none or to any user on the project. Note that the Viewer and Reviewer can be set as the Raised By person, although they may not be able to see the item.
    • Due date: Tap the calendar and select the date at which the process or issue must be resolved.
    • Reference Number: Any numbering system that may be required by your organization.
    • Assignee(s): Select which user(s) to assign the Workflow to.
    • Status: The current status of the Workflow item. Note that, in order to change the item to an Opened or Closed status type, the item must have a Title.


    • Description: Enter a complete description for the Workflow item.
    • More Information: Add any relevant information relating to the process or issue raised in the Workflow.
    • Resolution: Enter details about how the process or issue has been resolved and any other details relating to the resolution. These fields are flexible and can be used for different content, based on the different Workflow types. For example, for an RFI, Description should include the question and Resolution should include the answer. In a CO example, Description can be used for the scope, More Information can be used for the pricing and Resolution can be used for approval purposes.


    • Comments: Comment about the Workflow. This is where a back and forth discussion about the item can happen.
    1. To add a new comment about the Workflow itself, enter your information in the Add a comment field. You can enter multiple lines of comments.

    2. Tap the arrow to send.

    3. The new comment will be added into the Comments section including the following information:

      • Initials of the user who made the comment

      • The comment itself

      • Date and time the comment was made

    Related Items

    • UPLOAD PHOTOS: Photos that may be relevant to the Workflow.
    • LINK PROJECT DOCUMENTS: Any documents that you have uploaded in the project that may be relevant to the Workflow.


    2. Select to either:
      • Take a photo: Take a photo with your iPad's camera. If you take a photo while tapping on the pencil icon, you can add markups using the tools in the toolbar and enter some notes relating to the photo. If you take it by tapping on the circle, you won't be able to add markups afterwards.
      • Photo library: Navigate your photo albums to find the photo(s) that you want and tap Done.
      • Choose files: Navigate your files albums to find the photo(s) that you want and tap Open.
    3. Tap the three dots to:
      • Edit: Edit the photo NAME and add NOTES. You can also share the photo by tapping the share icon.
      • Download: Save the image or share it.
      • Delete: Delete the photo from the current Workflow Item.


    2. Navigate the document structure to find the document you want.
    3. Tap the blue circle to select the photo(s).
    4. Tap LINK.
    5. Tap the three dots to:
      • Edit: Allows editing NOTES only. You can also share the photo by tapping the share icon.
      • Share Full Sheet: Save the document or share it.

      • Open linked document: Opens the document in Documents from the left side navigation menu.
      • Remove: Removes the document from the Workflow Item.

    Action Buttons

    • Three Dots menu:
      • Share: Save the Workflow or share it.
      • Generate PDF Report: Allows exporting a PDF Report of the Workflow Item which will be sent to your email.
      • Collapse All: Allows collapsing all Workflow sections which can then be individually expanded by clicking the dropdown arrow.
      • Expand All: Allows expanding all Workflow sections after they have been collapsed.
    • JUMP TO: Jump to a specific section of the Workflow. Tap a specific section to access it..

    Workflows in the Web Portal

    Workflows Permission by Role

    If you need additional assistance, please Contact Us.

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