Create and manage a workflow

Workflows in Cube help you organize complex finance processes into clear, trackable steps, assign each step to the person responsible for completing it, and monitor the progress.

This guide walks through how to create a workflow, assign tasks, monitor progress, and complete your process. 

Learn more about workflows and tasks in Cube. 

Create a workflow

To get started, go to Workflows from the left navigation.

Click +Workflow, then enter:

• Workflow name: Give your workflow a clear title, such as “FY26 Budget Review” or “Q3 Forecast Check-in.”
  Owner: The owner manages the workflow and has full edit access while the workflow is in progress.
• Description: Optional, but helpful for sharing context for the task assignees or linking to external documentation.

Workflows are initially set to Not Started, and automatically updated to In Progress when a task in the workflow is moved to To Do. Workflow owners can mark a workflow as Complete at any point.

Add and assign tasks

Each workflow can contain one or more tasks for the assignee to complete. Tasks can include instructions and an attachment such as a Cube dashboard, web report, or library file. 

Task assignee user permissions apply to attached dashboards and web reports. A task assignee's user type controls how they can interact with the attachment, and their data access group controls what data they can see. Learn more about data access controls in Cube. 

To add a task to any workflow with a status of Not Started or In Progress:

1. Open the workflow.
2. Click + Task.
3. Fill in the task details:
   • Task name
   • Assignee: Must be a Cube user. Learn how to invite a new user to Cube.
   • Due date: Must be a date in the future.
   • (Optional) Instructions: Provide additional details about what the assignee needs to do.
   • (Optional) Attachment: Add a dashboard, web report, or library file.

Change the task status from Draft to To Do to activate the workflow and send an email to the task assignees. Changing a task from Draft to To Do automatically updates the workflow’s status to In Progress.

Check the boxes to the left of tasks to update their status in bulk. 

Learn how assignees complete their tasks. 

Track task and workflow progress

Each task moves through its own status while the workflow is In Progress:

• Draft: Editable by workflow owners but not yet active. Task assignees have not been notified. 
• To Do: Assigned and in progress. Assignees have been notified and can log into their Cube Workspace to view and complete their task(s). Tasks can still be edited while in the To Do status.
• Done: Completed by the assignee or workflow owner, but can be reopened by moving it to To Do status and is still editable until the workflow is marked Completed. 

Filter workflows by status to track at a high level or click into the workflow from the Workflow page to see progress broken down by task:

• How many tasks are complete
• How many remain open
• The overall workflow status

You can sort tasks by status to focus on what’s active.

Complete a workflow

When all tasks are finished—or the process is otherwise complete—workflow owners can close out the workflow.

Click the Complete Workflow icon from the Workflows page.

Or click Mark Complete from the top of the workflow details page. 

When workflows are marked complete:

• The workflow and tasks become read-only.
• Change the filter on the workflow page to see completed workflows.
• Task statuses, attachments, and descriptions remain visible but can no longer be changed.

This helps preserve a clear record of what was done, by whom, and when.