Workflow Templates | Standardize Your Process
Design reusable workflow templates with column structures, WIP limits, and automations. GitScrum launches new projects with proven processes built in.
7 min read
Every project doesn't need a unique workflow. Workflow templates capture proven processes—column structures, WIP limits, automations, and transition rules—so new projects launch with best practices built in and teams work consistently.
Workflow Components
| Component | Purpose |
|---|---|
| Stages (columns) | Where work can be |
| Transitions | How work moves between stages |
| WIP limits | Capacity constraints |
| Automations | Automatic actions on transitions |
| Rules | Constraints on transitions |
Common Workflow Types
Software Development Workflow
SOFTWARE DEVELOPMENT WORKFLOW
═════════════════════════════
STAGES:
├── Backlog → Work identified, not ready
├── Ready → Refined, estimated, ready to start
├── In Progress → Actively being worked
├── Code Review → PR submitted, awaiting review
├── QA → Testing and verification
├── Staging → Deployed to staging environment
└── Done → Verified and ready for production
TRANSITIONS:
Backlog → Ready:
├── Requires: Acceptance criteria defined
├── Requires: Estimated
└── Automation: Notify team
Ready → In Progress:
├── Requires: Assignee set
├── Automation: Start time tracking
└── WIP: Check limit (3 per person)
In Progress → Code Review:
├── Requires: PR link attached
├── Automation: Request reviewers
└── Automation: Notify on Slack
Code Review → QA:
├── Requires: 1+ approvals
├── Requires: All comments resolved
└── Automation: Move to QA board
QA → Staging:
├── Requires: All tests passing
├── Automation: Deploy to staging
└── Automation: Notify for verification
Staging → Done:
├── Requires: Product verification
├── Automation: Close PR
├── Automation: Update release notes
└── Automation: Stop time tracking
Client Project Workflow
CLIENT PROJECT WORKFLOW
═══════════════════════
STAGES:
├── Intake → New requests
├── Scoping → Defining work
├── Approved → Client approved scope
├── In Progress → Active work
├── Internal Review → Team review
├── Client Review → Client feedback
├── Revisions → Addressing feedback
└── Complete → Delivered and accepted
SPECIAL TRANSITIONS:
Client Review → Approved:
├── If: Client approves
└── Then: Move to Complete
Client Review → Revisions:
├── If: Client requests changes
├── Track: Revision count
└── Alert: If > 3 revisions
Revisions → Client Review:
├── Automation: Notify client
└── Add: Revision note
RULES:
├── Max 2 rounds of revisions included
├── Additional revisions require approval
└── Time tracking continues through revisions
Kanban Flow Workflow
KANBAN FLOW WORKFLOW
════════════════════
STAGES:
├── Inbox → Incoming work
├── Next Up → Ready to pull
├── Doing → In progress
├── Review → Peer review
├── Deploy → Ready to ship
└── Done → Shipped
WIP LIMITS:
├── Inbox: Unlimited
├── Next Up: 10
├── Doing: 3 per person
├── Review: 5 total
├── Deploy: 3 total
└── Done: Unlimited
POLICIES:
Pull-based:
├── Work is pulled, not pushed
├── Only pull when capacity exists
└── Finish before starting new
No skipping:
├── Must go through each stage
├── Emergency expedite lane exception
└── All transitions logged
Time limits:
├── Inbox: Process within 24h
├── Review: Complete within 48h
└── Deploy: Ship within 24h
Creating Workflow Templates
Template Builder
WORKFLOW TEMPLATE BUILDER
═════════════════════════
STEP 1: Define Stages
─────────────────────────────────────
┌─────────────────────────────────────────────────────────┐
│ WORKFLOW STAGES │
├─────────────────────────────────────────────────────────┤
│ │
│ 1. [Backlog ] WIP: [∞ ] Category: [Backlog ▼] │
│ 2. [Ready ] WIP: [10 ] Category: [Todo ▼] │
│ 3. [In Progress] WIP: [3/p] Category: [Doing ▼] │
│ 4. [Review ] WIP: [5 ] Category: [Doing ▼] │
│ 5. [Done ] WIP: [∞ ] Category: [Complete ▼] │
│ │
│ [+ Add Stage] │
│ │
└─────────────────────────────────────────────────────────┘
STEP 2: Define Transitions
─────────────────────────────────────
From: [Backlog ▼] To: [Ready ▼]
Requirements:
☑ Acceptance criteria defined
☑ Estimated
☐ Assignee set
Automations:
☑ Notify team channel
☐ Start time tracking
☐ Assign to default owner
[Add Transition]
STEP 3: Configure Rules
─────────────────────────────────────
☑ Enforce WIP limits (block if exceeded)
☐ Allow WIP override with comment
☑ Require reason for backward transitions
☐ Auto-archive after X days in Done
Workflow Visualization
WORKFLOW DIAGRAM
════════════════
VISUAL FLOW:
┌─────────┐ ┌─────────┐ ┌─────────┐
│ BACKLOG │──▶│ READY │──▶│ WIP │
└─────────┘ └─────────┘ └────┬────┘
│
┌───────────────────┤
│ │
▼ ▼
┌─────────┐ ┌─────────┐
│ BLOCKED │ │ REVIEW │
└────┬────┘ └────┬────┘
│ │
└───────┬───────────┘
▼
┌─────────┐
│ DONE │
└─────────┘
TRANSITION RULES:
─────────────────
WIP → Review: PR required
Review → Done: Approval required
WIP ↔ Blocked: Any time
Blocked → WIP: Blocker resolved
Template Management
Applying Templates
APPLYING WORKFLOW TEMPLATES
═══════════════════════════
NEW PROJECT:
─────────────────────────────────────
1. Create new project
2. Select "From workflow template"
3. Choose template
4. Customize if needed
5. Create project
EXISTING PROJECT:
─────────────────────────────────────
1. Go to Project Settings
2. Workflow → Apply Template
3. Choose template
4. Migration options:
├── Map existing columns to new stages
├── Move tasks to appropriate stages
└── Apply automations
MIGRATION PREVIEW:
┌─────────────────────────────────────────────────────────┐
│ Current Column │ Maps To │ Tasks │
├─────────────────────────────────────────────────────────┤
│ Todo │ Ready │ 12 │
│ In Progress │ In Progress │ 5 │
│ Testing │ Review │ 3 │
│ Deployed │ Done │ 45 │
│ Old Column │ ⚠ Not mapped │ 2 (review) │
└─────────────────────────────────────────────────────────┘
Template Library
WORKFLOW TEMPLATE LIBRARY
═════════════════════════
┌─────────────────────────────────────────────────────────┐
│ Organization Workflow Templates │
├─────────────────────────────────────────────────────────┤
│ │
│ DEVELOPMENT │
│ ├── Standard Development 5 stages, 3 automations │
│ ├── Fast-Track 3 stages, minimal rules │
│ └── Regulated 7 stages, strict rules │
│ │
│ CLIENT WORK │
│ ├── Client Project 8 stages, approval flows │
│ └── Retainer 5 stages, time tracking │
│ │
│ OPERATIONS │
│ ├── Incident Response 4 stages, SLA tracking │
│ └── Change Management 6 stages, approval gates │
│ │
│ USAGE: │
│ ├── Standard Development: 12 projects │
│ ├── Client Project: 8 projects │
│ └── Incident Response: 3 projects │
│ │
│ [+ Create Template] [Import] [Export] │
│ │
└─────────────────────────────────────────────────────────┘
Workflow Automations
Common Automations
WORKFLOW AUTOMATIONS
════════════════════
ON TRANSITION:
├── Notify Slack channel
├── Assign to specific person/rotation
├── Add/remove labels
├── Start/stop time tracking
├── Update custom fields
├── Send webhook
└── Create linked tasks
ON TIME:
├── If in stage > X days → Alert
├── If due date approaching → Notify
├── Daily digest of stage items
└── Weekly workflow metrics
ON CONDITION:
├── If blocked > 24h → Escalate
├── If WIP exceeded → Block/warn
├── If no activity > X days → Flag stale
└── If high priority → Fast-track
Best Practices
For Workflow Templates
Anti-Patterns
WORKFLOW TEMPLATE MISTAKES:
✗ Too many stages (complexity)
✗ Too rigid (blocks real work)
✗ No WIP limits (chaos)
✗ Skip allowed everywhere (no process)
✗ Never updated (outdated)
✗ One size fits all (wrong fit)
✗ No documentation (unclear purpose)