Building Custom Workflows with InfoX Tasks

Every team has different workflow stages. Sales teams move through "Leads → Qualified → Proposal → Closed." Due diligence teams use "Research → Verification → Board Review → Approved." Vehicle inspections follow "Scheduled → In Progress → Completed."

Most task management tools force you into their workflow. InfoX lets you create custom columns that match exactly how you work.

Why Custom Columns Matter

Your workflow is unique. Your Kanban board should reflect that.

Without custom columns:

• You're forced into generic stages ("To Do," "In Progress," "Done")
• Your team spends time explaining what each stage actually means
• Tasks don't map naturally to your real process

With custom columns:

• Board stages match your actual workflow
• Team members instantly understand what each column represents
• Tasks flow naturally through your process
• No mental translation needed

Column Management

Creating Columns

1. Enable edit mode (click the edit icon)
2. Click "New Column"
3. Enter column name (max 35 characters)
4. Save

Your new column appears immediately, ready for tasks.

Example columns for different workflows:

Sales Team:

• Leads → Contacted → Meeting Scheduled → Proposal Sent → Closed → Lost

Vehicle Dealer:

• Trade-In Evaluation → Inspection → Pricing → Listed → Sold

Compliance Team:

• Due Diligence → Verification → Risk Review → Approved → Declined

Project Management:

• Backlog → In Progress → Testing → Deployed

Fleet Management:

• Scheduled Maintenance → In Service → Awaiting Parts → Complete

Renaming Columns

Your process evolved? Column names should too.

1. Enable edit mode
2. Click column name
3. Enter new name
4. Save

Use case: What was "Follow Up" is now "Pending Approval." Rename the column without losing tasks.

Reordering Columns

Drag columns left or right to change order. The system maintains order automatically.

Use case: You realize "In Review" should come before "Approved," not after. Drag to reorder. Tasks stay in their columns.

Deleting Columns

1. Enable edit mode
2. Click delete icon on column
3. Confirm deletion

Warning: Deleting a column deletes all tasks in that column. InfoX confirms before deletion to prevent accidents.

Best practice: Before deleting a column with tasks, move tasks to another column or archive them.

Character Limit

Column names are limited to 35 characters. Keep names short and scannable.

Good names:

• "Awaiting Client"
• "Technical Review"
• "Board Approval"

Too long:

• "Waiting for Client to Provide Additional Information"
• "Technical Review and Quality Assurance Process"

Workflow Examples for Different Industries

Sales Pipeline

Columns:

1. New Leads → Unqualified prospects
2. Qualified → Leads meeting criteria
3. Meeting Scheduled → First contact booked
4. Proposal Sent → Offer delivered
5. Negotiation → Terms being discussed
6. Closed Won → Deal completed
7. Closed Lost → Opportunity declined

How it works:

• Add new prospects as tasks in "New Leads"
• Attach company profiles (see financials, status, leadership)
• Drag through stages as sales progress
• Archive completed deals (won or lost)

Vehicle Dealership Operations

Columns:

1. Trade-In Received → Initial evaluation
2. Inspection Scheduled → Mechanic check booked
3. Pricing → Determining sale value
4. Listed → Available for sale
5. Test Drives → Prospects viewing
6. Sold → Deal completed

How it works:

• Scan trade-in license plate → Add to Todo
• Attach complete vehicle data (specs, loans, inspection status)
• Move through prep and sales process
• Archive sold vehicles

Compliance and Due Diligence

Columns:

1. New Requests → Due diligence to start
2. Research → Gathering information
3. Financial Review → Analyzing numbers
4. Risk Assessment → Evaluating concerns
5. Legal Review → Contract/compliance check
6. Board Decision → Final approval stage
7. Approved → Cleared to proceed
8. Rejected → Not approved

How it works:

• Search companies in InfoX → Add to Todo
• Attach full company profiles
• Move through due diligence stages
• Add notes to task content (findings, concerns)
• Archive after board decision

Fleet Maintenance

Columns:

1. Maintenance Due → Scheduled service
2. In Service → Currently being worked on
3. Awaiting Parts → Waiting for components
4. Quality Check → Post-service inspection
5. Complete → Ready to return

How it works:

• Search vehicle by license plate or organization number
• Add to "Maintenance Due" with complete vehicle data
• Set deadlines for inspection dates
• Drag through service stages
• Archive completed maintenance tasks

Recruiting Pipeline

Columns:

1. Candidates → Potential hires
2. Phone Screen → Initial call scheduled
3. Interview → Meeting booked
4. Reference Check → Verifying background
5. Offer Extended → Waiting for acceptance
6. Hired → Accepted offer
7. Declined → Not proceeding

How it works:

• Search candidate contacts in Phone Lookup
• Add to "Candidates" with contact information
• Attach phone numbers and addresses
• Move through hiring stages
• Archive after hire/decline decision

Project Management

Columns:

1. Backlog → Planned work
2. Ready → Prepared to start
3. In Progress → Active development
4. Testing → Quality assurance
5. Deployed → Live/complete

How it works:

• Create tasks for features or bugs
• Assign to developers
• Set deadlines and reminders
• Drag through development lifecycle
• Archive completed projects

Tips for Effective Column Design

1. Match Your Real Process

Don't design columns based on what sounds good. Design them based on how work actually flows through your team.

Ask: "What are the actual stages a task goes through from start to finish?"

2. Limit Column Count

Too many columns become overwhelming. Aim for 4-7 columns for most workflows.

Too few (2-3): Tasks bunch up; stages are too generic Optimal (4-7): Clear progression, manageable board Too many (10+): Overwhelming, tasks get lost

3. Use Clear, Action-Oriented Names

Good names describe the state or action:

• "In Review"
• "Awaiting Approval"
• "Scheduled"

Poor names are vague:

• "Step 2"
• "Middle"
• "Almost Done"

4. Design for End States

Most workflows have multiple possible endings:

• Approved vs Rejected
• Won vs Lost
• Complete vs Cancelled

Create separate columns for different outcomes so you can archive tasks with clear status.

5. Iterate on Your Workflow

You don't need to get columns perfect immediately. Start with a basic workflow, then:

• Add columns when you notice missing stages
• Rename columns when terminology changes
• Reorder columns when sequence shifts
• Delete columns that never get used

Your workflow evolves. Your columns should too.

Desktop vs Mobile Views

Horizontal View (Desktop)

Columns displayed side-by-side. Perfect for seeing the entire workflow at a glance and dragging tasks horizontally between stages.

Best for: Managing full pipeline view, reviewing team workload, dragging multiple tasks

Vertical View (Mobile)

Columns stacked vertically. Swipe to switch between columns. Touch-optimized for phones.

Best for: Quick updates on the go, adding tasks from field work, checking task details

Toggle between views with one click. Use what works for your device.

Real-World Example: Building a Custom Sales Workflow

Starting point: Generic "To Do → In Progress → Done" columns

Problem: Sales team can't track prospects effectively. What does "In Progress" mean? First contact? Proposal sent? Negotiating?

Solution: Custom columns

1. Click edit mode
2. Delete generic columns
3. Create new columns:
   • New Leads
   • Qualified
   • Meeting Scheduled
   • Proposal Sent
   • Negotiation
   • Closed Won
   • Closed Lost
4. Save

Result:

• Sales team now sees exactly where each prospect is
• Drag cards through stages as deals progress
• Clear separation between won and lost deals
• No confusion about task status

Time to create custom workflow: 2 minutes Impact on team clarity: Immediate

Getting Started with Custom Workflows

Ready to build your custom workflow?

1. Log in to InfoX
2. Navigate to Task Management (Huskeliste)
3. Enable edit mode (click the edit icon)
4. Create your first column matching your workflow stage
5. Add more columns for each stage in your process
6. Reorder by dragging left/right
7. Save and start using

From generic board to custom workflow: minutes.

Conclusion

Your team's workflow is unique. Your Kanban board should match it exactly, not force you into generic "To Do → In Progress → Done" stages.

InfoX gives you complete control:

• Create columns matching your process
• Rename stages as terminology evolves
• Reorder as workflow changes
• Delete unused stages

Whether you're managing sales pipelines, due diligence projects, vehicle inspections, or fleet maintenance—build the workflow that matches how you work.

No forced processes. No compromises. Just your workflow.

Try it. Create your first custom column today.