Bring your workflow in Stackby

Turn your workflow map into a living system. In Stackby, that means setting up tables for each entity, fields for the details that move work forward, links to connect related items, and views so each role sees exactly what matters.

Organize your workflow’s structure

Translate your mapped “groups” (the nouns in your process) into tables. Keep one entity per table to maintain clarity and enable clean relationships.

How to structure:

• Identify entities: Campaigns, Clients, Team, Tasks, Projects, Tasks, Assets, Requests, Deals.

• Create a table for each entity.

• Decide relationships early (e.g., one Project has many Tasks; one Client has many Campaigns).

Table naming tips:

• Use clear, plural names (Tasks, Campaigns, Contacts).

• Add a brief description in the table or a README table for team onboarding.

Take action: Create new tables

• In your stack, click + Add table.

• Name the table with a plural noun (e.g., “Tasks”).

• If migrating, import a CSV to seed the table with existing data.

• Repeat for each key entity from your workflow map.
  
  

Track your workflow's details

Now transform the details from your workflow map into fields on each table. Choose field types that make input easy and data consistent.

Common field patterns:

• Status: Single select (To do, In progress, Review, Done)

• Priority: Single select (Low, Medium, High)

• Owner: Collaborator

• Dates: Start date, Due date, Publish date

• Notes: Long text for context/decisions

• Files: Attachment for briefs, contracts, or assets

• Tags: Multiple select for labels like channels or themes

• Numbers: Currency, percent, or number for budgets, amounts, or scores

• URL/Email/Phone: Contact and reference fields

• Formulas: Days remaining, Overdue, Budget variance

Best practices:

• Standardize option names and order for select fields.

• Keep primary fields human-readable and unique (e.g., “Project: Q3 Launch Site”).

• Add helper fields like “Needs review” (checkbox) where decisions happen.

Take action: Create new fields

• Open a table and click + to add a field.

• Select the field type that matches the data you need.

• Configure options (order, color) for select fields.

• Reorder columns so Name, Status, Owner, and Due date are easy to scan.

Connect your workflow together

Work rarely lives in isolation. Use Linked record fields to relate tables—so context and updates flow automatically across your system.

What linking enables:

• Bi-directional relationships (see related items from either table).

• Lookups to display attributes from linked tables (e.g., Client → SLA).

• Rollups to summarize across links (e.g., total task estimates per Project).

• Counts to gauge workload (e.g., active tasks per Owner).

Example patterns:

• Projects → Tasks (one-to-many)

• Client → Campaigns (one-to-many)

• Episodes → Products (many-to-many)

• Components → Materials (many-to-many)

Take action: Create linked records

• Add a new field and choose Linked record.

• Link to the related table; enable “allow linking to multiple records” for one-to-many.

• Add Lookups to bring key attributes from the linked table (e.g., Client → Account owner).

• Add Rollups to summarize metrics (e.g., SUM of Budget across linked tasks).

• Add Count to tally linked items (e.g., Tasks per Project).
  
  

Curate how you view your workflow

Create views that give each stakeholder focused visibility—without altering the underlying data. Configure hide, filter, sort, group, color, and row height so the view fits the job.

View types to use:

• Grid: fastest editing and bulk updates

• Kanban: stage-based pipelines and triage

• Calendar: date-driven planning

• Timeline: durations, dependencies, resource allocation

• List/Gallery: people- or asset-centric browsing

Role-based view ideas:

• PM: This week (filter Due this week → sort Due ascending)

• Design: In progress (filter Status = In progress → group by Owner)

• Leadership: Rollup (group by Status; summaries visible)

• Intake: Form (collect requests into the table)

Take action: Create new views

• Click + Add view and select a type (Grid, Kanban, Calendar, Timeline, List).

• Name views by purpose and audience (e.g., “PM: This week”).

• Configure Hide, Filter, Sort, Group, Color, and Row height.

• Lock critical views to preserve filters and sorts for everyone.

Starter set to publish now:

• “My work” (filter Owner is me; sort Due date)

• “This week” (filter Due date is this week; group by Status)

• “Triage board” (Kanban grouped by Status; color by Priority)

• “Deadlines” (Calendar using Due date)