We Have Torn Down the "Walls" in Project Management Tools

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In project management, do you often encounter such frustrations: constantly chasing task progress for updates, having process guidelines posted on walls but never truly implemented, or finding that expensive management systems feel cumbersome and ill‑suited at every turn? Traditional management tools struggle to adapt to the unique business processes of organizations, making it difficult to control project progress while invisibly increasing project risks.

Why should companies force their workflows to conform to rigid tools? When software attempts to impose a fixed set of processes on the diverse operational scenarios of all teams, it turns from an enabler into an obstacle. How do we break this deadlock? The key lies in achieving automation, standardization, and transparency in processes. This is where introducing workflows into project management can make a difference. Workflows help teams enhance efficiency, strengthen process control, optimize resource allocation, and improve project quality.

Adapt Tools to Teams, Let Processes Serve Goals

Enterprises need tools that can flexibly align with their collaborative processes. As a leading project management platform in China, ZenTao has always been committed to providing users with professional, efficient, flexible, and easy‑to‑use project management solutions. It features a powerful built‑in intelligent workflow system that returns workflow autonomy to the organization and offers ample room for customization.

ZenTao workflows support highly flexible customization, allowing clients not only to deploy entirely new custom workflows as needed but also to deeply optimize existing built‑in workflows. Whether adjusting field configurations, modifying action logic, or extending functionality through custom JS scripts and CSS styles, ZenTao workflows can precisely match clients’ actual business needs, achieving full‑scenario adaptability and personalized refinement.

1. Personalized Configuration to Support Unique Enterprise Processes

Every organization has its own project management processes and collaboration habits, and ZenTao workflows fully respect this diversity. They support personalized configuration across numerous functional modules, including built‑in products, requirement pools (business requirements, user requirements, development requirements), product plans, releases, project portfolios, projects, executions, versions, tasks, bugs, test cases, test orders, suites, case libraries, feedback, and tickets. Rather than forcing companies to change their existing processes to fit the software, ZenTao workflows let the software serve your processes.

2. Rapid Setup to Easily Meet Business Needs

In the face of ever‑changing business requirements, quickly establishing new management processes is key to maintaining competitiveness. ZenTao’s built‑in workflows provide over 15 built‑in actions and 13+ customizable functions, enabling users to tailor fields, actions, interfaces, and data within built‑in processes to actual needs. The system also supports extending and rewriting built‑in processes, as well as creating and configuring entirely new personalized workflows. Whether for simple approval routines or complex project management processes, ZenTao workflows allow teams to swiftly configure new management procedures, helping them adapt rapidly to emerging business demands.

3. Powerful Customization to Adapt to Complex Process Needs

Another strength of ZenTao workflows is their extensive customization capability. They support nearly every process element imaginable, including custom forms, actions, approval flows, lists, and statistical reports. With over 50 built‑in data sources and four methods for custom data sources—such as custom options, SQL queries, calls to ZenTao’s built‑in methods, and fields—ZenTao workflows deliver exceptional flexibility.

Moreover, ZenTao workflows offer advanced customization features like data validation, trigger conditions, interface linkage, and reminder settings, making it straightforward to design sophisticated workflows. No matter how intricate a team’s processes may be, ZenTao workflows can handle them with ease.

4. Visual Editing: Simple, Intuitive, and Easy to Use

Even the most powerful features can deter users if they are too difficult to operate. Recognizing the importance of user experience, ZenTao workflows incorporate a visual process editor. Teams can quickly build workflows through drag‑and‑drop configuration in a graphical interface. With clear guidance, intuitive process visualization, and straightforward configuration, even non‑technical users can get started easily. Workflows are ready to use immediately, maintainable at any time, and continuously iterable—making process management simple and straightforward.

Easily Configure Your Enterprise-Specific Workflow

ZenTao's built-in workflow system provides robust field management capabilities. Field management in ZenTao is not limited to simply "adding or removing fields." Instead, through refined configuration, the system is designed to closely align with your team's actual workflow processes. This powerful customization capability fundamentally distinguishes ZenTao from the many "standardized project management tools" on the market, transforming it into a truly enterprise‑specific, customizable project management platform. It empowers teams to:

• Adapt to diverse business scenarios.
• Embed key control points within processes.
• Achieve granular process control.
• Enhance data quality and analytical value.
• Reduce team collaboration and communication costs.

While ZenTao's workflow field management might appear as merely a "detailed configuration" of work processes, it is, in essence, a critical mechanism that translates team workflow rules into system directives, thereby facilitating deep integration between tools and processes. ZenTao supports three methods for managing workflow fields:

1. Direct Addition

In the Workflow section, select the module to which you wish to add a built‑in workflow. Enter the advanced editor, click "Add Field," and choose from various field types. The configuration dialog for adding a field will adjust dynamically based on the selected control widget.

2. Template Import

Download a template from within the advanced editor. Add fields in the provided Excel sheet, enter the necessary information, save the file, and then import and save the template in ZenTao.

3. Using Fields from Other Processes

In addition to creating fields directly through the two methods above, ZenTao also allows you to reference fields that have already been added in other workflows. In the advanced editor, simply select "Use Fields from Other Processes" to add them.

There is no universally applicable "best practice" in project management—only the "current optimal solution" most suited to your specific team. By enabling highly customizable configuration of its built‑in workflows, ZenTao empowers precise control over project data fields, solidifies key process control points, enhances the reliability of data‑driven decision‑making, and drives standardized team collaboration behaviors. Ultimately, this ensures that processes serve the business, rather than the business having to adapt to the processes—achieving true, deep integration between tools and workflows.