This guide will teach you how to create organized workflows for any situation using a set format and special characters - from planning your holiday dinner to onboarding new employees. Think of it as a way to write down step-by-step instructions that can be shared, tracked, and completed by others.

Common uses include:

• Home & Family: Holiday meal planning, home maintenance schedules, family emergency plans
• Work: Employee onboarding, customer setup processes, inspection checklists
• Events: Wedding planning, party organization, travel itineraries
• Knowledge Transfer: Passing down family recipes, teaching household routines, documenting procedures

How It Works

You write your workflow using simple text formatting in the editor on the left side of your screen. As you type, you'll see a formatted version appear on the right. When you're ready, click the "Run" button to start using your workflow.

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The Building Blocks

1. Checklist Title

Every workflow starts with a title. This should be the very first line of your text.

Why this matters: The title helps you and others quickly understand what this workflow is for.

Add Extra Information in the title header (Optional):

2. Form Data - Information You Need

Form data lets you collect information that will be used throughout your workflow. Think of it like filling out a form before you start. If defined before you start the tasks, they're part of the start of the run. If defined within a task, they're collected within the run.

Format: Information Label|Default Value

• Use * after the label to make it required
• Leave the default value blank if there isn't one

Real-world example: When onboarding a new employee, you might collect their name upfront, but learn their desk assignment later in the process.

Two types of form data:

• Upfront: Information you know before starting (like the new employee's name)
• During tasks: Information you'll collect as you complete tasks (like their computer serial number)

3. Tasks - The Main Steps

Tasks are the heart of your workflow. Each task represents something that needs to be done.

How to write tasks:

1. Leave a blank line before starting a new task
2. Write your task title
3. Add details on the following lines
4. End with another blank line

4. Lists Within Tasks

You can add bulleted lists to make tasks clearer and more organized.

When to use lists: Great for ingredients, supplies needed, or multiple small steps within a larger task.

5. Role Assignments - Who Does What

Assign tasks to specific people or groups. This is especially helpful for team projects or family coordination.

Format: [Role Name]

Flexible options:

• Use names: [Sarah], [Mike]
• Use roles: [Manager], [HR Team]

Assignments:

After you make assignments, you'll need to enter their emails for notifications

The system will handle all the notifications and reminders

6. Links - Additional Resources

Add helpful links to provide more context or instructions.

Format: https://website.com "Description"

When to use: Recipe links, instruction videos, vendor websites, or reference materials.

7. Comments - Notes and Context

Add comments to provide background information or helpful hints.

Format: Lines starting with #

Best practices: Use comments for important reminders, context that helps completion, or notes for future reference.

8. Due Dates and Times

Set when tasks should be completed. Dates and times can be relative to when you start the workflow or specific calendar dates.

Time formats:

Date formats:

Real example:

9. Ratings and Choices - Collecting Feedback

Use ratings and choices when you need someone to select from options or provide feedback.

Format: {Option 1, Option 2, Option 3}

Perfect for:

• Quality inspections: {Pass, Fail, Needs Review}
• Satisfaction surveys: {Very Satisfied, Satisfied, Neutral, Dissatisfied}
• Decision points: {Approved, Rejected, Needs More Info}

10. Tags - Highlighting Important Items

Use tags to draw attention to critical tasks or categorize them.

Format: !Tag Name!

Common tag ideas:

• Priority: !HIGH-PRIORITY!, !LOW-PRIORITY!
• Status: !CRITICAL!, !OPTIONAL!
• Categories: !FINANCIAL!, !CREATIVE!, !LOGISTICS!

11. Steps - Orchestrating Multiple Tasks

Steps are a powerful way to organize and coordinate multiple tasks, especially when different people need to work together or when timing is critical.

Two types of steps:

One-by-One Steps - Tasks happen in sequence, one after another
Format: *Step Name

All-at-Once Steps - Tasks happen at the same time
Format: **Step Name

When to use One-by-One Steps (*)

• When tasks must be completed in a specific order
• When one task depends on another being finished first
• For step-by-step processes where timing matters

When to use All-at-Once Steps (**)

• When multiple people can work on different tasks simultaneously
• To save time by doing things in parallel
• When tasks are independent but part of the same phase

Real-world example combining both:

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Putting It All Together

Here's a complete example showing how all these elements work together:

Holiday Dinner for 8 People

# Form data collected at start
Host Name*|
Number of Guests|8
Event Date*|
Special Dietary Needs|

# This is our main preparation workflow
# Timeline starts 2 weeks before event

Plan the menu
Review guest dietary restrictions and preferences
Decide on appetizers, main course, sides, and desserts
Create shopping list organized by store section
@+2w
!HIGH-PRIORITY!

Order special items
- Call butcher for turkey reservation
- Order wine from vineyard
https://www.localbutcher.com "Butcher Shop Contact"
[Host] 
@+10d

Shop for non-perishables
Purchase canned goods, spices, and decorations
- Cranberry sauce ingredients
- Spices for turkey rub
- Candles and centerpieces
- Paper goods backup
@+1w

Final grocery shopping
Buy fresh vegetables and dairy
Pick up turkey from butcher
Get fresh flowers for arrangements
[Family Member] 
@+1dT10:00

**Day of preparation

Dining Room
Set up dining room with extra table and chairs
[Kids]

Serving Area
Prepare appetizers and arrange serving areas
[Mom] 

Start turkey 
Prep and cook turkey
[Dad] 
@T8:00
!TIME-SENSITIVE!

**Final review

Review
How did the dinner go overall?
{Excellent, Very Good, Good, Needs Improvement}
What would you change next time?
Comment|

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Tips for Success

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Ready to Get Started?

1. Choose a template from the available options, or start with a blank workflow
2. Write your title as the first line
3. Add your tasks with clear, specific instructions
4. Preview your work using the display on the right
5. Click "Run" when you're ready to start completing your workflow

Remember: The best workflows are the ones that actually get used. Start simple, and you can always add more detail later!