Editing workflow spreadsheets

When you create a project, a wizard that is based on the template you selected collects information. After you complete the wizard pages, you can customize the default workflow that is provided by the project template.

Before you begin

Before you can edit a workflow, the project must not be in the In Progress state. If it is, you must pause it.

About this task

In addition to project templates, which can include workflow tasks and values, your installation can maintain a set of workflow templates. Workflow templates are template components that are independent from project templates. While a project is in the Not Started status, you can assess whether the workflow supplied by the project template is adequate or if a different workflow template provides a better starting point. For more information about workflow templates, see the Unica Plan Administrator's Guide.

The ability to customize template-supplied workflows is controlled by your user permissions. If toolbar icons are unavailable or if values are read-only, you do not have the appropriate permissions to edit the workflow.


  1. Open the new project and click the Workflow tab.
    The workflow displays as supplied by the template.
  2. Click Edit (Page with pencilPage with pencil).
    The spreadsheet displays in edit mode. For information about the options in this mode, see Edit mode toolbar.
  3. To replace all spreadsheet rows and values with data from a previously defined workflow template (if the project is in Not Started status), click Tools > Import and save workflow.
    A warning that this procedure deletes the current workflow displays. Click OK, then select a workflow template and click Import.
  4. To change default task and stage names to reflect your specific tasks and stages, click in the cells in first column to make your edits. You can also change task dependencies.
    For more information about dependencies, see Task dependencies.
  5. To add rows to the spreadsheet, click Add Row (Page with highlighted top row and plus sign image) and then select Task, Form Task, Approval, Flowchart approval, or Stage.
    For more information, see Adding a stage or task.
  6. To add a stage, click the Add Stage Row icon (Page with highlighted top row and plus sign image).
  7. To add a user task, click the Add Task Row icon (Page with clipboard and plus sign image).
  8. Enter target or forecast/actual dates for the tasks, depending on how you want to use the schedule.
    • You can enter a start date, end date, and duration for a task. If you enter any two of these values, the system calculates the third value automatically. For example, if you enter a target start and a target end date, the system calculates the duration.
    • While the Schedule Through column indicates work days for a task, you can enter any date as a start or end date. For example, for a task that is not scheduled to include weekends you can still pick a Sunday as the end date.
  9. To specify that a task is a milestone, such as a drop date, click the Milestone Type column and select a milestone from the list.

    Your administrator sets the milestones options in this list.

  10. Select members or roles to assign the task to in the Members and Member Roles columns or in the Reviewers and Reviewer Roles columns.
    For more information, see Adding roles and members to tasks.
  11. Make other selections and entries in the spreadsheet to reflect the workflow for your project.
  12. Enter any instructions or notes about a task in the Notes column.
  13. Click Save to save your changes.
    • Click Save and Finish to save your changes and return to spreadsheet view mode.
    • Click Save and Resume to change the status to In Progress and return to spreadsheet view mode.
    • Click Cancel to undo any changes and return to view mode.