Process settings

Editorial illustration of a process path with a gear and stage blocks.

Use Process settings to define the structure and data behind repeatable tasks. This guide identifies the main configuration surfaces without covering deep process authoring.

Who this is for

Agency team members who review or change process definitions. Opening the list requires View Process Definitions or View Processes. Creating a definition requires Create Process Definitions. Changing stages, fields, or process settings requires Edit Process Definitions.

Find a process definition

Open Settings, then Tasks & Processes, then Processes ( /settings/processes (opens in new tab) ).
Use Search processes… or the All, Active, and Archived filters to find a definition.
Use the folder and layout controls when you need another way to organize or scan the list.
Select a process name to open its configuration.

Processes settings list with search, All Active and Archived filters, Add Folder, New Process, process rows, and recent definitions in the sidebar — View full size

The list shows each process’s stages and available operational information such as fee, estimated time, use, and program count. Select New Process to begin a new definition or Add Folder to organize definitions.

Understand stages

Open a process, then select Stages ( /settings/processes/:id/stages (opens in new tab) ). Use List or Flow to switch how the structure is displayed.

Process Stages in Flow view with two main stages, active task counts, Add Stage and Add Sub Stage controls, and a Branch Stages area — View full size

Main flow stages form the primary task path.
Sub Stage adds a nested stage below an existing stage.
Branch Stage adds a separate branch-stage area.
Each visible stage card shows its active task count and stage actions.

Stages define the path used by tasks created from this process. Keep the order and branch structure understandable before your agency relies on the definition for live work.

Understand process fields

Select Fields ( /settings/processes/:id/fields (opens in new tab) ). Fields define the data your agency can track for each task created from the process.

Process Fields list for a retainer process showing field names, types, shortcodes, required flags, and New Field — View full size

Use New Field to create each field the process should collect. Field type and layout choices are part of deeper authoring and should follow your agency’s data standards.

When configuring a process field, Include in AI Context is on by default. Turn it off to exclude the field from automatic AI record-context loading. This does not affect search indexing or explicit lookups.

Configure object/value schedule sources

Program schedules can create more than one task per run from a matching object or client value. Open a program from Settings, then Agency, then Programs, and select Processes ( /settings/agency/programs/:id/processes (opens in new tab) ). In a process schedule, turn on Create Instances from Object/Value and choose an Object or value source:

A mapped integration account creates instances for each matching account.
A client-linked custom object creates instances for each matching object record.
A client number field creates the configured number of instances for that client.

Saving the source is optional. Leave Save each object/value in this process field (optional) empty when the created tasks do not need the source value. For an object source, choose a compatible reference process field to save the whole object. If you choose a compatible scalar process field instead, use Property to save to select a scalar property such as the object’s ID or name.

Object sources include the Only include objects that match filter. Leave it empty to include every matching object for the client, or add conditions to narrow the objects that can create tasks. The separate Only create when client matches conditions apply to the client as a whole: when the client does not match, a recurring occurrence is skipped; a one-time schedule keeps trying until its due window ends.

Select Settings for the current process ( /settings/processes/:id/settings (opens in new tab) ).

Process Settings with Primary Name Field, Pin for Me and Pin for Everyone, Process Statuses, and Default Sidebar sections — View full size

The visible configuration includes:

Primary Name Field chooses the process field that identifies each task. AgencyTitan can automatically detect the best field when none is chosen manually.
Pin for Me keeps the process prominent for you; Pin for Everyone makes it visible to all team members.
Process Statuses define the task lifecycle and related business logic. Select Edit Statuses, Use Template, or Save as Template as needed.
Default Sidebar controls which sections appear in the task sidebar and their order.

The visible status set includes Not Started, In Progress, On Hold, and Complete. Your agency can configure a different set.

Expected result

The process appears under the correct active or archived filter and folder.
Stages show the intended main flow, substages, and branch stages.
Fields represent the data the team needs on each task.
The primary name field, status set, pinning, and default sidebar match how the team should work the process.

For the task-working experience, see Work a task.

Troubleshooting

Symptom	Likely cause	What to do
Processes is missing from Settings	You lack View Process Definitions and View Processes	Ask a workspace owner to grant View Process Definitions or View Processes
A process is missing from the list	Search, status filter, or folder excludes it	Clear search, select All, and review folders
A task has no useful name	No primary name field is selected or the selected field is empty	Choose an appropriate Primary Name Field and complete that field on the task
A field is unavailable on tasks	It is not configured on the process	Open Fields and review the process field set
A status is missing	It is not in the process’s configured status set	Open process Settings and review Process Statuses
Sidebar sections differ from expectations	The process uses another default sidebar configuration	Review enabled sections and their order under Default Sidebar