Understand and apply task workflows

Jemalyn Taberdo 17 June 2026 04:31

Summary

Learn how to create and apply Task Workflows that combine multiple Task Templates into a structured sequence, allowing you to standardise the full listing journey. Task Workflows can also be tracked from the Sales Listings Boards view, where you can see which checklist stage each listing has reached and drill into the listing’s Tasks tab to continue working through the remaining tasks.

This article covers:

About Task Workflows
Create a task workflow
Apply a task workflow to a listing
Track listing progress in the Task Workflow board view
Work through workflow tasks from the listing Tasks tab

About Task Workflows

Task workflows let you sequence multiple task templates into a complete listing journey. Instead of adding templates one by one, you apply a workflow to generate all related tasks at once.

Task workflows provide a complete, repeatable structure for managing every step of the listing lifecycle. This reduces manual setup, helps make sure nothing is missed, and keeps teams aligned on best-practice processes.

Once a workflow has been applied to a listing, you can also use the Task Workflow board view on sales listings to see which checklist stage the listing is currently in. Each column on the board represents a Task Template in the workflow, and the listing appears in the earliest checklist that is not yet 100% complete.

Create a task workflow

You can group multiple task templates into an ordered workflow to standardise the listing journey.

To create a task workflow:

Go to: Settings > CRM > Task Workflows
Select + Add or choose an existing workflow to edit

Enter a Workflow Name
Select the Workflow Type
Add templates using the Select Task Templates dropdown

Drag and drop templates into the required order
(Optional) Mark the workflow Inactive if not currently in use

Select Save

Apply a task workflow to a listing

Applying a workflow adds all tasks from all templates in the correct order.

Go to: Sales > Listing
Open the relevant listing
Click the Tasks tab
Click Apply task workflow

Search and select the workflow

Select the Consultant responsible for these tasks
Set the Commencement Date
Review the list under Workflow Tasks

Click Apply

Once you apply a workflow, all tasks from every template included in that workflow are automatically added to the listing. Each task includes its description, scheduled time, and a linked action button.

If a task template item does not already have a consultant assigned, the consultant selected when you apply the workflow is used for those tasks.

You can then work through the tasks in the intended sequence using the provided action buttons or open each task’s modal individually if needed. Any overdue or current tasks will appear in the Tasks tab, making it easy to track what needs attention.

Note: After uploading files or finishing a task, make sure to click Complete so Box+Dice can update the task status and reflect the correct workflow progress.

Track listing progress in the Task Workflow board view

After a Task Workflow has been applied to listings, you can use the Boards view on the sales listings screen to monitor progress across the workflow. This gives teams a clearer overview of which milestone each listing has reached and which listings are waiting on their next step in the checklist.

To open the Task Workflow board view:

Go to: Sales > Listings
Select Boards view
Select Task Workflow

Choose the workflow you want to review

In the Task Workflow board view:

Each column represents a Task Template in the workflow, also referred to as a checklist.
A listing appears in the column for the earliest Task Template that is not 100% complete
The listing card shows progress for the current checklist, including how many tasks have been completed in that stage
Listings automatically move to the next column when all tasks in the current checklist are completed

Note: This is not a drag-and-drop Kanban board. The listing’s position is determined automatically by workflow completion, so the card stays in the earliest incomplete checklist even if tasks in a later checklist have already been started.

Tip: Use the board as an overview of where listings are in their workflow, then drill into each listing’s Tasks tab to action the outstanding work.

Work through workflow tasks from the listing Tasks tab

The Task Workflow board view shows overall progress, but the actual work is completed from the listing’s Tasks tab. Selecting the progress link on the board takes you into the listing task view, where you can continue working through the checklist items

To open the listing task view from the board:

Open Sales > Listings and switch to Boards view
Select Task Workflow and choose the workflow
On the listing card, click Tasks completed

This opens the listing’s Tasks tab, where tasks can be viewed in the listing task columns and worked through in sequence. The task view shows checklist groups, progress bars, and action buttons such as Complete, Add File, and Add Inspection, depending on the task type.

You can then continue working through the workflow from the listing itself:

Complete tasks in the current checklist
Use the task action buttons to carry out the required step, and
Return to the board view to see the listing automatically move to the next checklist stage when the current one is complete

A listing remains in the current board column until all tasks in that checklist are complete, even if some tasks in later checklist columns have already been started.