Workflows & Permissions

The work “flows” in regulated work processes, the workflows. They help to give your project a solid and well thought-out structure. With the help of smenso, processes can be precisely defined to optimally process tasks and efficiently achieve the project goal.

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Workflows and approvals

Defined processes and procedures for your project management

Especially when projects become more complex, it is often difficult for project management to keep track of deadlines, tasks, approvals and time limits in the project. In smenso, you create workflows and processes with logical structures so that everyone can keep track of everything.

User-defined workflows

Define and edit your own workflows and adapt them to the needs of your team. Design individual workflows for projects, create as many workflows as you like and use different workflows depending on the task.


A status change can optionally require approval. When changing to this status, an approval process starts and only after approval by the responsible persons does the task reach the target status.

Simple workflow solution

smenso offers simple workflow management that allows you to manage projects efficiently. With smenso Workflows, it is child’s play to create a schedule for the tasks within your business processes in order to always make the current status of all tasks transparent.

Custom workflows

A task always passes through several statuses until it is completed. Together, these statuses form a workflow that you can customise as you wish. Define specific workflows per project and much more.

Request release

Releases are usually required not only by one, but several instances. A release can be requested from a task. The relevant persons are informed of this in smenso and by e-mail. A deadline for release can also be set.

Defined releases

Approvals can be made by individual persons or by several persons (teams). In smenso you can define everything precisely and adapt the approval process to your needs.

All functions

at a glance

  • List view of the portfolio
  • Kanban board view of the portfolio
  • Timeline view of the portfolio
  • Project simulations
  • Budget and progress analysis
  • Monitor project phases
  • Status reports
  • Status report templates
  • Status dashboard
  • Progress monitoring
  • Team feedback gathering
  • Budget monitoring (plan vs. actual)
  • Maintaining planned and actual effort
  • Resource management and utilization
  • Risk management
  • Project templates
  • Activity log
  • Board view (Kanban)
  • List view
  • Timeline view
  • Portfolio timeline view
  • Gantt view
  • Resource utilization view
  • Widget views
  • Assign one or more individuals
  • Milestones
  • Subtasks
  • Checklists
  • File management
  • Bulk processing / Multiselect
  • Task templates
  • Activity log in tasks
  • Only me mode
  • All tasks list
  • Status reports
  • Status report templates
  • Status dashboard
  • Status history
  • Projected end date of the project
  • Partial status (dates, costs, objectives)
  • Request status updates
  • Additional statuses (Pending, Paused, Cancelled, Completed)
  • Comments on status updates
  • Custom fields
  • Calculated fields (formulas)
  • Custom workflows
  • Approval requests
  • Custom groupings
  • Custom filters
  • Manage teams
  • Relations and dependencies
  • Custom views
  • Shared views
  • Add comments
  • @mentions (users and user groups)
  • Email notifications
  • In-app notifications
  • Follow tasks or projects
  • Standard project dashboards
  • Custom project dashboards
  • Standard portfolio dashboard
  • Custom portfolio dashboard
  • Resource utilization analysis
  • Risk analysis
  • Reporting API
  • Time tracking (manual or quick entry)
  • Custom time analysis
  • My timesheets view
  • Global roles (Admin, Members, Limited members, Read-only members)
  • Inviting guests with limited rights
  • Individual editing rights for projects
  • Individual editing rights for tasks
  • Export different list views to Excel
  • Import tasks from Excel
  • Print views
  • Custom logo for printed output
  • Admin center for member management
  • Microsoft Teams (Office Store app)
  • Microsoft Power Automate (1,000+ integrations/automations)
  • SAP (multiple modules)
  • Open REST API
  • Reporting API
  • Microsoft Azure Active Directory

More features are added every month. Check out our release updates for the latest features!
Or our public roadmap for future features.

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