How do I set up advanced workflows and automation in Zenhub?

Understanding Zenhub Workflows

Workflows allow you to sync issue pipeline states across multiple Workspaces, creating seamless automation for team handoffs and project coordination. When you set up a Workflow, issues automatically move between different Workspaces based on their pipeline status, ensuring boards stay current without manual updates.

This automation eliminates manual reporting for team handoffs, provides management with portfolio-wide visibility, improves board hygiene through automatic updates, and reduces time spent navigating between different Workspaces to track project status.

Setting Up Automated Workflows

Basic Workflow Configuration

To get started with Workflows, navigate to any Workspace where you want to configure automation and access the "Edit Workspace" dropdown in the left sidebar. Select "Edit Workflows" to open the Workflows Builder, where you can choose trigger and destination pipelines between different Workspaces.

Understanding the workflow components is essential for effective setup. The trigger pipeline is the pipeline that initiates automatic movement, represented by circles in the interface. The destination pipeline is where issues automatically move, represented by triangles. You'll also work with a source Workspace that contains the trigger pipeline and a target Workspace that contains the destination pipeline.

Creating Workflow Connections

Step-by-Step Setup:

1. Select Trigger Pipeline: Choose the pipeline in your current Workspace that will trigger automation
2. Choose Destination: Select the target Workspace and pipeline for automatic issue movement
3. Configure Scope: Decide whether to move current issues, future issues, or both
4. Test the Connection: Move a test issue to verify the automation works correctly

Visual Workflow Builder: The Workflows Builder shows your current Workspace at the top, with connected Workspaces below. Lines between pipelines indicate active automation rules.

Multi-Team Coordination Strategies

Development Team Handoffs

Engineering to QA Workflow:

• Trigger: Issue moves to "Ready for QA" in Development Workspace
• Action: Automatically moves to "Backlog" in QA Workspace
• Benefit: QA team immediately knows work is ready for testing

Design to Development Workflow:

• Trigger: Issue moves to "Design Complete" in Design Workspace
• Action: Automatically moves to "Ready for Development" in Engineering Workspace
• Benefit: Seamless handoff without manual coordination

Management Visibility Workflows

Creating Portfolio Views:

1. Set Up Management Workspace: Connect all repositories from team Workspaces
2. Design High-Level Pipelines: Create simplified pipelines (Backlog, In Progress, In Review, Closed)
3. Configure Rollup Workflows: Connect team pipelines to management pipelines
4. Automate Status Updates: Ensure management view reflects current team progress

Example Management Workflow:

• Multiple team "Done" pipelines → Management "Completed" pipeline
• Team "Blocked" pipelines → Management "At Risk" pipeline
• Team "In Progress" pipelines → Management "Active Work" pipeline

Advanced Automation Features

Pipeline-Level Automation

Smart Pipelines Configuration: Access advanced automation by clicking pipeline names on your board, then selecting "Settings & Automation."

Metadata Automation:

• Automatic Sprint Assignment: Add issues to current sprint when moved to specific pipelines
• Label Management: Apply or remove labels based on pipeline movement
• Assignee Updates: Automatically assign team members when work enters their pipelines
• Epic Organization: Associate issues with epics based on pipeline status

Issue Lifecycle Automation:

• Sprint Transitions: Automatically move incomplete issues to next sprint
• Backlog Population: Auto-populate sprint backlogs from prioritized work
• Status Synchronization: Keep issue status aligned with pipeline position

Workflow Rules & Limitations

Configuration Rules:

1. Single Workspace Limitation: Workflows cannot be created within the same Workspace
2. Closed Pipeline Restriction: The "Closed" pipeline cannot be selected as trigger or destination
3. Multiple Triggers: Multiple pipelines can trigger movement to the same destination
4. Single Destination: One trigger pipeline cannot move issues to multiple destinations

Permission Requirements: Users need write permissions to at least one repository in the Workspace to modify Workflows.

Monitoring & Managing Workflows

Workflow Notifications

Real-Time Feedback: When moving issues that trigger Workflows, you'll see notifications on the board showing:

• Which Workspace the issue moved to
• The destination pipeline
• Confirmation of successful automation

Workflow Status Tracking: Monitor automation effectiveness through:

• Issue movement patterns
• Team velocity changes
• Reduced manual board updates
• Improved cross-team communication

Troubleshooting Workflows

Common Issues:

• Permissions Problems: Ensure users have appropriate access to all connected Workspaces
• Pipeline Mismatches: Verify pipeline names and structures across Workspaces
• Timing Conflicts: Check for competing automation rules that might conflict

Best Practices:

• Start with simple one-way Workflows before creating complex automation
• Test Workflows with non-critical issues first
• Document automation rules for team reference
• Review and adjust Workflows as team processes evolve

Workflow Maintenance

Updating Existing Workflows:

• Modify Connections: Change trigger or destination pipelines as needed
• Remove Workflows: Delete automation that no longer serves your process
• Add New Rules: Expand automation as teams identify additional handoff points

Performance Considerations:

• Monitor for automation bottlenecks
• Ensure Workflows don't create infinite loops
• Balance automation with manual control needs

Use Case Examples

Distributed Team Coordination

Remote Team Setup:

• HQ Workspace: Central coordination with high-level project view
• Regional Workspaces: Local team workflows respecting time zones and practices
• Automated Handoffs: Work moves between regions as teams come online
• Status Rollups: Regional progress automatically reflects in HQ view

Contractor Integration

External Collaboration:

• Internal Workspace: Core team with full repository access
• Contractor Workspace: Limited view with specific repositories only
• Controlled Handoffs: Work moves to contractor space when ready
• Review Process: Completed work automatically returns for internal review

Product Launch Coordination

Cross-Functional Workflows:

• Development Workspace: Feature development and technical work
• Marketing Workspace: Launch materials and campaign coordination
• Support Workspace: Documentation and training preparation
• Automated Coordination: Feature completion triggers marketing and support activities

FAQ

Q: Can I create Workflows between Workspaces I don't manage?
A: You need write permissions to at least one repository in each Workspace to create Workflows between them. Coordinate with Workspace administrators if you lack necessary permissions.

Q: What happens if a Workflow destination pipeline doesn't exist?
A: Workflows will fail if the destination pipeline is deleted or renamed. Always coordinate pipeline changes across connected Workspaces to maintain automation.

Q: Can I temporarily disable a Workflow without deleting it?
A: Currently, Workflows are either active or deleted. To temporarily disable automation, you'll need to remove the Workflow connection and recreate it when needed.