Subtasks for Workflow

Feature Request: Subtasks for Workflow Steps

Summary:
Enable users to define and manage subtasks within each step of a workflow, ensuring that all required actions are clearly documented and completed before the workflow can advance. This provides structured guidance for users and enforces process compliance at the step level.

Problem Statement:
Today, workflow steps can describe high-level stages, but they do not provide a way to capture the detailed tasks required to complete each step. As a result, users must track these actions outside the system (e.g., in notes or spreadsheets), which is inconsistent and easy to miss. There is no built-in mechanism to prevent a workflow from advancing when critical step-level tasks are incomplete, leading to skipped work, quality issues, and a lack of transparency into what was actually done during each step.

Proposed Solution:
Introduce configurable, user-defined subtasks on each workflow step with the following capabilities:

• Allow administrators or authorized users to define a list of subtasks for each step in a workflow (e.g., checklists, validations, reviews).

• Display the subtasks prominently when a record is in that step, showing completion status (checked/unchecked).

• Provide an option per step to require all subtasks to be completed before the workflow can advance to the next step (hard gate).

• Support editing, reordering, and adding/removing subtasks as workflows evolve, with changes applying to new items entering that step.

• Track who completed each subtask and when, for auditability and process visibility.

• Surface clear validation messages if a user attempts to advance the workflow while required subtasks remain incomplete.

Benefits:

• Ensures critical activities are consistently completed before a workflow step is considered done.

• Reduces reliance on external documents or ad-hoc tracking of step-level tasks.

• Improves process quality and compliance by enforcing completion rules at the workflow step.

• Increases transparency into what work was actually performed within each step.

• Provides a more guided experience for users, especially new team members, by clearly outlining required tasks at every stage.