Running workflows

The Workflow runs view on the web app lets you narrow down what you see and tells you at a glance how each run is doing. This page covers the web filter bar, the date picker, the colour-coded status strips, and how to clear everything. The mobile app has its own, simpler set of filters on the Upcoming Work screen, covered at the end of this page, and shows the same status colours.

The date picker

The date picker is the first button on the filter bar, on the far left. It shows the current date (for example "9 Jun") or, when you pick a range, both ends ("9 Jun - 12 Jun"). It controls which workflow runs you see by date.

1. Click the date button on the left of the filter bar
2. Click a single day, or click one day and then another to pick a range
3. Click anywhere outside the popup to close it -- the table updates straight away

When a range is selected the date button gets a darker outline so you can tell at a glance that the table is filtered by date.

A checkbox sits under the calendar labelled "Hide carried-over work". Tick it to hide runs that started before your date range but are still open, so the table only shows runs that actually started inside the dates you picked.

Filter by team

Click "All Teams" on the filter bar to pick the teams you want to see runs for. Tick the teams in the list and the table updates straight away. The button shows a darker outline whenever the table is filtered, which means at least one team is unticked.

The first row of the popup is "Select All" / "Deselect All". When every team is ticked the row reads "Deselect All" and the button has its plain outline; click it to clear the table down to nothing. When nothing is ticked the row reads "Select All"; click it to bring every team back and remove the filter.

Filter by tag

Click "All Tags" on the filter bar to pick the tags you want to see runs for. Tags are how you group workflow templates by purpose (cleaning, audits, opening checks, etc.). For more on tags see Workflow tags.

Tick the tags you want and untick the ones you do not. The button gets a darker outline whenever the table is filtered, which means at least one tag is unticked. The "Select All" / "Deselect All" row at the top of the popup ticks or unticks every tag at once.

Filter by status

Click "All Statuses" on the filter bar to pick which states you want to see. The options are:

• Finished on time -- the run was completed by its end time
• Finished late -- the run was completed after its end time
• Overdue -- the run is unfinished and its end time has passed
• Open / upcoming -- the run is unfinished but not overdue, or is a future virtual run that has not been created yet

Tick the states you want and untick the rest. The button gets a darker outline whenever the table is filtered, which means at least one state is unticked. The "Select All" / "Deselect All" row at the top of the popup ticks or unticks every state at once.

Search by name

There are two ways to search by run name, and they share the same search text. One is the search box on the right of the filter bar, with the placeholder "Search work...". The other is the small search icon next to the "Name" heading at the top of the table, which opens its own little search box. Type into either one and the table narrows to runs whose name contains what you typed. The match is not case sensitive and partial matches are fine. To remove the search, delete the text in the box. In the small box that opens from the "Name" heading you can also press Escape to clear it.

When Pilla shows runs for one named workflow, it puts that workflow name into the same search box.

Colour-coded status strips

Every row in the Workflow runs table carries a coloured strip on the far left edge, next to the row's tick box. The colour tells you the state of that run without having to open it.

Hover over any strip for a short tooltip that says the same thing in words.

On mobile. Staff and managers see the same colours in the mobile app, but on the work cards rather than in a table. Each work card carries a coloured left edge using the same rules: green for finished on time, orange for finished late, red for unfinished and overdue, and no colour for future or in-progress work. The mobile app has a built-in legend: tap the Info (i) button in the top-right of the Upcoming Work screen to open the "About workflows" explainer, which shows a "Colours show work status" key with dots labelled "Unfinished and late", "Finished late" and "Finished on time".

How filters combine

All the filters above work together: a run only shows up if it matches every filter that is narrowing the table. So if you pick one team, one tag and the "Finished on time" status, the table shows runs that belong to that team, carry that tag, and were finished by their end time.

A filter only narrows the table when at least one of its options is unticked. If every option in a filter is ticked, that filter does nothing.

Clearing filters

Each filter has its own clear behaviour:

• Date -- click the date button and pick a single fresh day to replace the range
• Team, Tag, Status -- open the popup and click "Select All" so every option is ticked
• Search -- delete the text in the search box (or press Escape in the small search box that opens from the "Name" heading)

There is no single "Reset all filters" button, and the filters stay put as you move around the web app. They do not reset when you visit another view and come back, so clear each one yourself when you want a fresh start.

Filtering on the mobile app

The mobile app has its own smaller set of filters on the Upcoming Work screen, reached from the menu rather than from a filter bar. Tap the "Menu" button at the bottom-right of the screen to open the menu, where you will find these filters:

• Filter teams -- opens the "Filter Work Teams" screen. Tap the teams to tick or untick them, or use "Select all" / "Deselect all" in the top-right. The screen narrows to runs for the ticked teams.
• Hide carried-over workflows -- a tick toggle that hides runs which started before the selected date but are still open
• Hide completed workflows -- a tick toggle that hides runs that are already finished
• Show workflow runs by tag -- lets managers and admins pick a tag and see runs that carry it

When any of these filters is active the screen title shows "(filtered)" after the date. If the filters leave nothing to show, the screen reads "No workflows to see" with "Try removing a filter" underneath. To clear a filter, open the menu again and turn the toggle back off, or tap "Select all" on the team screen. Some of these menu options can be switched off for individual staff, so a staff member may not see every one.

Tips

• A darker outline around a filter button is your signal that the table is filtered on that field; the plain outline means that filter is showing everything
• The "Select All" / "Deselect All" row at the top of each filter popup is the quickest way to tick or untick every option at once
• Status colours line up between the web table and the mobile work cards, so staff, managers and admins all read the same green, orange and red signals
• Tick the "Hide carried-over work" checkbox in the date popup when you want a clean picture of work that began inside your date window, ignoring older runs that are still open

Tags help you organise related workflows and steps. You add them while editing a workflow template on the web app.

Understand the two types of tag

A workflow template is the reusable workflow you set up. A workflow run is one copy that your team completes. The same list of tag names is used for two different purposes.

You add the workflow tag at the top of the canvas. It groups the whole workflow template and its runs.

You add a reporting tag to an individual input or check step. It identifies related steps in reporting, and each step can have no more than one.

For example, you could use the workflow tag "Opening checks" for the whole template. You could then use the reporting tag "Temperature checks" on steps called "Check fridge temperature" and "Record chiller temperature". The reporting tag lets those differently named steps be treated as related.

Add a workflow tag

Managers and Admins can add a workflow tag while editing a workflow template. The canvas is the screen where you arrange the workflow steps.

1. Go to Workflow templates in the web app and open the template.
2. Select Tag at the top of the canvas.
3. Enter part of a tag name in Search tags... if you need to narrow the list.
4. Choose a tag.
5. Select Save.

The workflow tag is saved on the template and carried into its workflow runs. The All Tags filters in the Workflow templates and Workflow runs screens use this workflow tag.

Add a reporting tag to a step

Managers and Admins can add a reporting tag to an input or check step. Guidance steps do not have this option.

1. Go to Workflow templates in the web app and open the template.
2. Select the input or check step you want to tag.
3. Tick Add a reporting tag.
4. Select Reporting tag. It shows No tag until you choose one.
5. Enter part of a tag name in Search tags... if you need to narrow the list.
6. Choose a tag.
7. Select Save.

The reporting tag is saved on that step. New workflow runs created from the template carry the tag on the same step. Saving can also update runs scheduled after today when nobody has started them. It does not retag runs scheduled for today, past runs, completed runs, or runs that someone has already started.

The All Tags filter in the Workflow runs screen uses the workflow tag. A reporting tag on one step does not change which runs appear in that filter. See Filtering and status for help with the Workflow runs filters.

Remove a reporting tag from a step

Removing a reporting tag changes the template after you save it. It does not remove the tag name from your account.

1. Open the workflow template on the web app.
2. Select the tagged step.
3. Untick Add a reporting tag, or open Reporting tag and choose No tag.
4. Select Save.

New workflow runs no longer carry that reporting tag on the step. The same protection for existing runs applies: runs scheduled for today, past runs, completed runs, and runs that someone has already started are not retagged.

Create a tag

Managers and Admins can create a tag from either the workflow Tag list or the step Reporting tag list. The new name becomes available for both types of tag across your account.

1. Open the Tag or Reporting tag list on the canvas.
2. Enter a name in New tag.... The name is required and can contain up to 255 characters.
3. Select Create tag, shown as a plus icon, or press Enter.

Pilla creates and selects the tag straight away. The tag remains in your account even if you leave the canvas without saving. Select Save to keep the tag assignment on the workflow template or step.

Rename or archive a tag

Managers and Admins can rename or archive tags. These changes apply across the account as soon as the action finishes.

Rename a tag

1. Open the Tag or Reporting tag list on the canvas.
2. Select the pencil icon beside the tag.
3. Enter the new name.
4. Select the tick icon to save the new name.

The new name appears anywhere the tag is already used, including on workflow templates, runs and steps.

Archive a tag

1. Open the Tag or Reporting tag list on the canvas.
2. Select the archive icon beside the tag.
3. Review the Archive [tag name]? confirmation.
4. Select Archive tag.

The tag stays on workflow templates, runs and steps that already use it. On the canvas, an existing assignment is labelled (archived). You cannot choose it for a new assignment. If you remove an archived workflow tag, choose an active tag before saving because every workflow template needs one. An individual step can have No tag.

View workflow runs for a tag on mobile

Managers and Admins can open a list of workflow runs for one workflow tag in the mobile app. Reporting tags on individual steps are separate from this list.

1. Open the Work Items tab on mobile.
2. Tap Menu in the bar at the bottom.
3. Tap Show workflow runs by tag.
4. Tap Start Date or End Date to narrow the list to a date range if needed.
5. Tap Change Tag to choose a different workflow tag.

The list shows No work items found for this tag when no runs match the tag and dates you chose. Whether Show workflow runs by tag appears is controlled by an account setting.

Tips

• Use short names that describe a shared purpose, such as "Opening checks" or "Temperature checks".
• Renaming a tag changes its name everywhere it is used. Check the other templates and steps that use it before you rename it.
• Duplicating a step or workflow template keeps an active tag. An archived tag is cleared from the duplicate because it cannot be selected for a new assignment.

The Pilla mobile app is built for doing the work. You sign in, see the work runs scheduled for you that day, and tick them off. Managers and admins get a few extra options for resetting, reopening, and deleting runs, and admins can add users, add teams, and adjust account settings from the app too.

What the mobile app is for

The mobile app is execution-only. You can't build workflow templates or canvases here; that all happens on the web app. The mobile app is where the work actually gets done:

• See the work runs scheduled for your team today
• Open a run and fill in each step
• Mark a run complete when everything's filled in
• Chat with your team about a specific run
• Post and watch stories
• Talk to Pilla about your day

The app runs on phones and tablets, and always stays in portrait.

The Work Items screen

The bottom of the screen has a single tab called Work Items, marked with a tick-in-a-square icon. That's where you spend almost all your time, and it's the screen you land on when you open the app.

The Work Items screen has three main areas, top to bottom:

1. The stories row (round profile pictures)
2. The horizontal date scroller
3. The work list (one card per work run)

At the very top sits a header showing the selected date and a short status line, with an Info (ⓘ) button in the top-right corner that opens a quick explainer of the screen.

Stories row

The top of the Work Items screen has a horizontal row of round profile pictures. Each circle is one teammate who has posted a story.

• Tap a circle to watch that person's stories full-screen
• Tap the + on your own circle to record and post a new story
• Faded circles mean you've already watched everything that person posted

For the full guide to posting and watching, see Stories.

Horizontal date scroller

Just below the stories row sits a row of dates. Today is the default. Swipe left and right to scroll through more dates, and tap a date to jump the work list to that day. How far ahead you can scroll is set by your account's look-ahead setting.

Each date shows a small count beneath it, written as "finished/total". For example "1/2" means one run out of two is done for that day. The selected date scrolls to the centre, and dates beyond your look-ahead range show in grey.

The work list

Below the date scroller is the list of work runs for the selected day. Each card represents one run, and shows the run name, the team it's for, and a small count of how many steps are done. A coloured bar down the left of the card matches the web app:

• Green: everything's complete and on time
• Orange: finished late
• Red: missed, or unfinished and behind schedule

Tap a card to open the run. Once you're in, you can fill in each step. See the "Completing a work run on mobile" doc for the full flow.

You can also swipe a card sideways for quick messaging: swipe right to open the team chat for that run, swipe left to start a direct message about it.

Floating action bar

A floating bar sits above the work list with three buttons. It stays in place wherever you scroll.

• Left, chat bubble button: opens Chats. Talk to your team, send direct messages, and read replies. See Team collaboration for the messaging guides.
• Middle, target button: opens Pilla, the AI assistant. Ask questions about your work, your team, or your account.
• Right, Menu: opens an action sheet with options for the screen you're on. The word "Menu" sits next to the icon.

The menu on the Work Items screen

Tap Menu to open the action sheet, titled "Menu". The options you see depend on your role and on which options your account has switched on. Everyone always sees a Log out option at the bottom.

Everyone sees these options (each can be hidden by an admin in account settings):

Managers and admins see two extra options:

Admins see three more options:

The two tag/team views and the three admin items can each be switched off in account settings, so an admin may choose not to show them.

Adjusting settings on mobile

Admins can open Adjust Settings from the menu to reach a Settings screen titled "Settings". Make your changes, then tap Save in the top-right corner. If you try to leave with unsaved changes, the app asks whether to discard them.

The settings here control how far ahead everyone sees work, how far back runs can be reset or reopened, chat permissions, who can see who completed each step, and which items appear on the mobile menu. The exact toggles are:

• How many days into the future should everyone see workflows?
• How many days into the past can everyone reset or reopen workflow runs?
• Should everyone be allowed to mute individual chats?
• Should everyone be allowed to block other users from DMs?
• Should everyone see 'Run a workflow template' on mobile?
• Should managers and admins see 'Show workflow runs by tag' and 'Show workflow runs by team' on mobile?
• Should everyone see 'Reset this workflow run' on mobile?
• Should managers and admins see 'Delete this workflow run' on mobile?
• Should everyone see the 'Hide carried-over workflows' filter on mobile?
• Should everyone see the 'Hide completed workflows' filter on mobile?
• Should admins see 'Add/Edit Users' on mobile?
• Should admins see 'Add/Edit Teams' on mobile?
• Should admins see 'Adjust Settings' on mobile?
• Should staff see who has completed workflow steps?
• Should managers see who has completed workflow steps?

These are the same settings an admin can change on the web app, and a change saved on one shows up on the other.

The menu on a work card

Each work run card has its own menu, opened from the vertical three-dots icon down the right side of the card. The options inside depend on your role, on the state of the run, and on your account settings. The action sheet is titled "Work Options".

Everyone with access to the run can see these:

• Message team about this workflow run: open the team chat for the run.
• DM user about this workflow run: start a direct message about the run.
• Reset this workflow run: clears every saved answer and reopens the run, so the team can do it again. Only shows when the run already has answers saved and is still inside its edit window, and only if your account has the reset option turned on. A confirmation appears before it clears anything.
• Reopen this workflow run: removes the completion so a finished run goes back to in progress. Unlike Reset, your team's answers are kept. Only shows for a run that's already complete and still inside its edit window.

Managers and admins also see:

• Delete this workflow run: removes the run entirely. Only shows if your account has the delete option turned on, and asks you to confirm first.

Help on the work screens

Two screens have an Info (ⓘ) button in the top-right of their header that opens a short explainer.

On the Work Items screen, the explainer is titled "About workflows". It shows a colour legend headed "Colours show work status" (a red dot for "Unfinished and late", an orange dot for "Finished late", and a green dot for "Finished on time") and a preview of the card menu options.

Inside a run, the help screen is titled "About workflow steps". It explains that the steps are the ones your managers built for you, shows the same colour legend, and previews the buttons at the bottom of the screen: open the team chat, chat with Pilla about the workflow, and Save your progress or mark the workflow complete.

Reading a work run

When you open a run, each step is a card. A few things on the card help you read it at a glance:

• A step whose answer is required shows a * after its title.
• A step that only appears once an earlier step is done shows a small ↳ arrow to its left, so you can see it was waiting on something before it.
• A finished step shows a muted line at the bottom reading "Completed by {name} · {date} {time}". When several people ticked items on the same step, it reads "{N} people" instead, and you can tap the line to see who did what. This line only appears if your account is set to show staff or managers who completed each step; admins always see it.

Tips

• Today's date is selected when you open the app. Scroll left to look back at earlier days.
• The "finished/total" count under each date in the scroller tells you how much of that day's work is done before you even open it.
• Pull down on the work list to refresh.
• If a filter is on, the header shows "(filtered)" next to the date so you know the list isn't showing everything.
• Running a template for a single team takes you straight to the new run. The back gesture returns you to Work Items.
• Stories don't appear on the web app at all. They're a mobile-only feature.
• If something looks wrong with your work list, check the menu. You might have a team filter or one of the hide filters turned on.

Your main work list shows every workflow run for every team you belong to, on the date you're viewing. If you only care about one or two teams, or you want to skip work that spilled over from yesterday, you can filter the list. All the filters live in the menu on the bottom bar.

Open the filter menu

Every filter starts from the same menu. On your work list, tap the Menu button on the bottom bar (the one with the menu icon and the word "Menu" on the right-hand side). A list of options titled "Menu" slides up from the bottom.

The menu is a single list of options with no headings, and the filter options sit at the top of the list. Tapping any option closes the menu and applies your choice straight away. To change a filter again, reopen the menu; the icon next to each toggle shows whether it's currently on.

Filter by team

The team filter is the most common one. You pick which teams should appear in the list, and everything else hides.

1. Tap Menu on the bottom bar.
2. Tap Filter teams.
3. The Filter Work Teams screen opens with a list of your teams.
4. Tap a team to tick or untick it. Only ticked teams appear in your work list.
5. To tick or untick everything at once, tap Select all or Deselect all in the top-right corner.
6. Tap the back arrow in the top-left corner when you're done.

When you've turned some teams off, the title bar on your work list shows (filtered) next to the date so you don't forget a filter is on. The (filtered) label appears for any active filter, not just team filters. See "When the filtered label shows" below.

The team list only shows teams you belong to. You can't filter to a team you're not part of, and re-ticking every team turns the team filter back off.

Hide work that carried over from an earlier day

Some workflow runs span several days; they start on one date and finish on another. By default the work list shows you any run that's still active on the day you're viewing, even if it started earlier. If you only want to see runs that actually start on the date you're viewing, use this toggle.

1. Tap Menu on the bottom bar.
2. Tap Hide carried-over workflows near the top of the menu. The menu closes and the filter switches on.
3. To turn it off again, reopen the menu and tap Hide carried-over workflows a second time.

The box next to Hide carried-over workflows shows a tick when the filter is on and an empty square when it's off, so you can always check its state when you reopen the menu. When it's on, any run that started before the date you're looking at is hidden.

Hide runs you've already finished

When a day fills up with completed runs, you can hide them so the list only shows what's still to do.

1. Tap Menu on the bottom bar.
2. Tap Hide completed workflows near the top of the menu. The menu closes and the filter switches on.
3. To turn it off again, reopen the menu and tap Hide completed workflows a second time.

The box next to Hide completed workflows shows a tick when the filter is on and an empty square when it's off. When it's on, any run that's been marked complete drops off the list. Turn it off to see everything again.

Browse every run for one tag

If you group your runs by tag, like "cleaning" or "safety", there's a separate screen that shows every run for a single tag across a date range you choose. This is available to managers and admins, not to staff. It doesn't change your main work list; it opens its own screen.

1. Tap Menu on the bottom bar.
2. Tap Show workflow runs by tag further down the menu.
3. The screen opens showing one tag's runs, titled with the tag name. Set a Start Date and End Date at the top to narrow the date range.
4. To switch to a different tag, tap the dark Change Tag button on the bottom bar. The Filter tags screen opens with a list of every tag on your account.
5. Tap the tag you want. The list narrows to that tag and you go back automatically.

There's a matching Show workflow runs by team option further down the same menu if you'd rather browse a single team's runs across a date range.

When the filtered label shows

The (filtered) label sits next to the date at the top of your work list. It appears whenever any of these is active:

• A team filter (you've unticked at least one team)
• Hide carried-over workflows is on
• Hide completed workflows is on

It's the quickest way to spot that something is being hidden when your list looks emptier than expected. Browsing by tag or by team on their separate screens doesn't affect your main work list, so it doesn't turn the label on.

Where filters apply

This table covers the filters on your main work list and the two browse screens reached from the menu.

Filters only change what you see on your own device. They don't affect what other people see.

Tips

• If your work list looks emptier than expected, open the menu and check whether a filter is on. The (filtered) label next to the date is the quickest tell.
• The (filtered) label covers team filters, Hide carried-over workflows, and Hide completed workflows. Any of them switches it on.
• The team filter stays on as you move around the app, and clears when you sign out. The two hide toggles reset the next time the app fully restarts.
• Hide carried-over workflows is handy for managers; it stops long-running workflows cluttering up later days.
• Your admin can hide the Hide carried-over workflows and Hide completed workflows toggles from the mobile menu in the account settings, so if you don't see them, they've been switched off for everyone.
• Show workflow runs by tag and Show workflow runs by team only appear for managers and admins. Staff won't see them in the menu.

Completing a work run is the main thing you do in the mobile app. You open a card, fill in each element, tap Save to send your answers to Pilla, then tap Mark Complete when everything's done.

Opening a work run

On the Work Items tab, tap any card in the work list. The card opens to the work run screen.

The work run screen shows you:

• The title of the run at the top of the header
• The team name as a subtitle under the title
• A scrollable list of elements down the middle
• A floating action bar at the bottom with three buttons

Use the back arrow in the top-left of the header to return to the work list. If you have unsaved changes, the app shows a "Discard changes?" popup with "Don't leave" and "Discard" before it lets you go.

Tap the Info (i) button in the top-right of the header to open the "About workflow steps" help screen. It explains the status colours each step uses (a red dot for "Unfinished and late", an orange dot for "Finished late", a green dot for "Finished on time") and what the buttons at the bottom of the screen do.

Filling in elements

Each element on the run is a question or instruction set up by the template author. Different element types look different on screen: a checklist has tickable items, a text element has a text box, a photo element opens your camera, and so on. For the full list of element types and how each one works, see the canvas docs on the web app side.

A required element has a small asterisk (*) after its title. On a phone almost every element is required, so you'll see the asterisk on most of them.

As you fill in elements, your answers are held on your phone until you send them. The bottom-right button changes to Save as soon as you make any change. Tap Save to send your answers to Pilla. Once they're saved, each answer you filled in moves into a "completed" state. You can fill in several elements and tap Save once for all of them.

Once a step is complete, the bottom of its card can show a muted line reading "Completed by {name} · {date} {time}", for example "Completed by Sam · 9 Jun 2026, 14:30". For a checklist that two or more people ticked, the line summarises them as "{N} people" and you can tap it to open a breakdown of who ticked each item and when. Whether you see this line depends on your account settings: admins always see it, and managers and staff see it only if your account has turned it on for them.

The Save and Mark Complete button

The bottom-right of the floating action bar holds a single button that changes label depending on the state of the run. When it's enabled it's dark navy. When it's greyed out it turns a pale grey and you can't tap it.

The button is greyed out until the run's start time has been reached and every required step has been filled in. Once you can tap it, it shows either Skip the rest (if optional steps remain) or Mark Complete (if everything's done). After you tap, the run closes and you go back to the work list, and the card updates to show the run is finished.

Chat about a work run from inside the run

The floating action bar on the work run screen has two round buttons to the left of the Save and Mark Complete button:

• Chat bubble (left): opens the team thread for this run. A small number on the icon shows how many unread messages there are.
• Crosshair (middle): opens Pilla, the AI assistant, for this run.

The team thread is the same one your manager sees, so questions, photos, and notes are kept together with the work.

See Adding workflow context to messages for the full guide to messaging about a run.

Swipe gestures on a work card

You can also start a conversation about a run without opening it. On the Work Items tab, swipe a card:

• Swipe right: opens the team thread for this work run. Everyone on the team sees what you send.
• Swipe left: opens a list of people so you can DM someone privately about this work.

Actions on a single run

To open the actions for a single run, tap the three-dots ellipsis icon down the right side of its card on the Work Items tab. There's no tap-and-hold. Everyone sees the icon, including Staff. The action sheet is titled "Work Options" and which options appear depends on your role, the run's state, and your account settings:

You can also reset a single element from inside the run. Each completed element card has a small Reset button (a circular-arrow icon) in its top-right corner. Tapping it removes that element's saved answer, useful for fixing a wrong answer without restarting the whole run.

What happens when you tap Mark Complete

When every required element is in and you tap Mark Complete (or Skip the rest if optional steps remain):

1. The run is marked finished in Pilla
2. The screen closes and returns you to the work list
3. The card colour bar updates to green (or orange if the work finished late)
4. The status at the top of the work list updates to match

If you tap the Reset button on an element of a run that's already finished, a "Reset element and reopen workflow run?" popup warns you that clearing the answer will reopen the whole run. If that element unlocks other steps you've already answered, the popup also tells you how many of those will be reset too. Confirm and the run goes back to in-progress.

Tips

• Your answers aren't sent to Pilla until you tap Save. The button changes to Save as soon as you make a change, so tap it to lock your work in.
• If the Mark Complete button is greyed out, scroll up; there's probably a required element you haven't filled in yet.
• Swiping right on a card is the fastest way to ping the team about a run.
• The back button warns you if you have unsaved changes, so you don't lose work by accident.

Some workflows appear on your work list at scheduled times. Others are set up for you to start whenever you need them. Follow these steps to start one from your phone.

When to use this

Use these steps for a workflow template, the reusable workflow your team has set up, with Run manually selected. For example:

• A safety check you only do when an incident happens
• A one-off opening or closing routine for a special event
• A spot check a manager wants the team to do today

If your template runs on a schedule instead, you don't need to do anything; the run will appear in the work list automatically.

Start a workflow from your phone

You need an active trial or subscription to start a workflow. If Pilla asks your company to set up billing, ask an Admin to choose a plan in the web app. Try starting the workflow again once the subscription is active.

1. On the Work Items screen, tap Menu at the bottom
2. Tap Run a workflow template
3. Choose the template you want from the list
4. Check the team list. Every team assigned to this template starts ticked. Tap any team you do not want to include to untick it
5. Tap Run for 1 team or Run for 3 teams, for example. The number shows how many teams you have chosen

Where you land after tapping the button depends on how many teams you picked. If you picked a single team, the app takes you straight into the new run so you can start filling it in. The back gesture returns you to the Work Items screen. If you picked two or more teams, the app drops you back on the Work Items screen and the runs appear in the work list.

One run per team

Each team you tick gets its own workflow run, a separate copy of the workflow to fill in. So if you tick three teams and tap the button, three separate runs are created, one per team. Each team then sees their run on their own work list.

If you picked two or more teams and some runs fail to create, Pilla shows a popup titled Created X of Y with the message "Some teams couldn't run this template. Please try again for the ones that are missing." The runs that succeeded still go through, so try again just for the teams that are missing a run. If you picked a single team and it fails, Pilla shows a Could not run template popup and keeps you on the team picker so you can try again.

What you can see

The list on the Run a workflow template screen only shows templates that are:

• Set up with a manual or external trigger (scheduled-only templates don't appear)
• Saved on the canvas (a template that's still a draft won't show up)
• Assigned to at least one team

If you're a staff member or a manager, you only see templates assigned to a team you belong to. Admins see every saved template on the account, whatever team it's on.

If you don't see a template you think should be there, check that you're on the right team, that the template has been saved on the canvas, and that its trigger is set to manual.

When there are no templates to run

If you've got no templates set up for manual triggering, the screen shows:

No workflow templates available to run. Templates with a manual or external trigger will appear here.

That's normal; it just means no one's set up a manual template yet. Templates are built on the canvas in the web app.

Set up a workflow you can start yourself

You start the workflow from the mobile app, but build its template in the web app. On the canvas, where you arrange the workflow steps, choose Run manually as the trigger. See Manual triggers for the setup steps.

Tips

• The Select all / Deselect all button in the top-right of the team picker only shows when the template is assigned to two or more teams. When every team is ticked it reads Deselect all; tap it to clear them all, then tick just the ones you want. A template assigned to a single team has no such button.
• The button at the bottom always shows the count: Run for 1 team, Run for 3 teams, and so on. Quick way to double-check before you tap. While the runs are being created it briefly reads Running....
• The new runs appear on each team's work list right away. Tell them to refresh if they don't see it.
• Can't find Run a workflow template in the menu? An admin may have switched it off. On the web app, the setting is Should everyone see 'Run a workflow template' on mobile? under account settings.
• Manual triggers are perfect for routines you can't predict: emergencies, spot checks, special events.