While there isn’t a huge difference between the two, here are a few key distinctions that can help you decide which to use depending on your needs:
Task Groups
Best used when you want to send a group of tasks on their own, outside of a larger workflow (e.g., sending an I-9 packet independently).
- You can configure the tasks to be completed in a specific order by checking the “Must be completed in order” box. This is helpful if one task depends on the completion of another.
Example: If one task is “Uniform Size Order Form” and the next is “Order the Uniform,” you’d want to make sure the sizing form is done first. A Task Group with dependencies handles this seamlessly.
- Reusable independently – You can send the Task Group again later (for example, if an employee needs a replacement uniform in a few months), without resending an entire workflow or manually managing individual tasks.
- You can add context for the assignee with the Task Group description, which helps clarify what the group is for.
Workflows
Workflows are better for orchestrating a complete onboarding or process flow, typically used when sending multiple groups of tasks that span across roles or departments.
- While tasks can be ordered within a Workflow too, you can't send a Task Group on its own if it’s only embedded in a Workflow.
- The layout tends to be more visually organized and intuitive when sent as a full Workflow, especially if you’re managing a longer or more complex process.
