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DocumentationIntroduction

What is ChronoFlow?

ChronoFlow is a workflow automation and task management platform that combines structured data collection with intelligent process automation. It helps organizations manage work, collect information, and automate business processes through a flexible, hierarchical system.

Core Philosophy

ChronoFlow is built on the principle that tasks are more than just to-do items—they’re rich data containers that collect structured information while also serving as units of work that can be assigned, tracked, and automated. This dual nature makes ChronoFlow uniquely suited for managing complex business processes that require both task management and data collection.

Organizational Structure

ChronoFlow organizes work in a clear hierarchy:

Organization

At the top level, an organization contains all users and resources. Organizations have four role levels:

  • Admins: Full control over the organization and all spaces
  • Members: Can be added to spaces to work on tasks
  • Visitors: Limited access—can be assigned tasks and start public workflows
  • Unauthorized: Cannot sign in

Spaces

Within an organization, spaces represent departments or teams. Each space functions as a workspace where teams collaborate. Spaces have:

  • Space Admins: Control within their specific space
  • Space Members: Can work within the space

Organization admins automatically have admin privileges on all spaces.

Folders and Lists

Within spaces, work is organized using:

  • Folders: Group related lists together, either by workflow (like all lists involved in a diploma name change process) or by concept (like all lists related to bug fixes)
  • Lists: Collections of tasks that are all the same kind. For example, a “Diploma Name Change Request” list contains all current tasks of that kind

Tasks

Tasks are the fundamental unit of work. Each task serves two purposes:

  1. Unit of Work: Can be assigned, prioritized, tracked by status, and given due dates
  2. Form Submission: Acts as a rich data container that collects structured information

The form for each task is dynamically created from fields assigned at the space, folder, and list levels. This means tasks inherit their data structure from the hierarchy above them, creating consistent data collection while allowing flexibility.

Data Collection Through Fields

Fields define what information can be collected in tasks. Fields can be:

  • Organization-level: Standard fields (like “Student ID”) that can be used across all spaces, ensuring data consistency and quality
  • Space-level: Department-specific fields created by space admins

Fields are assigned at different levels (space, folder, or list), and tasks inherit all fields from the levels above them. This hierarchical approach creates the “form” for each task, ensuring the right data is collected for the right kind of work.

Intelligent Workflow Automation

ChronoFlow workflows automate task creation and handoff in business processes. Workflows are powered by n8n , a workflow automation platform, and can be:

  • Linear: Task A completes → Task B is automatically created and assigned
  • Conditional: Task data determines the next step. For example, if a task’s age field is less than 21, create Task B; if 21 or older, create Task C

This conditional routing makes workflows intelligent and data-driven, allowing processes to adapt to the specific circumstances of each piece of work.

Actions and Targets

The Actions and Targets system (similar to a publish/subscribe system) connects ChronoFlow events to external systems:

  • Actions: Define things that can happen (like “Start Workflow Request” or “Task Completed”)
  • Targets: Define what should happen in reaction (currently webhooks that can trigger n8n workflows or other systems)

When an action occurs, all assigned targets are automatically fired. This is how n8n workflows are started from ChronoFlow—users can click “Start Workflow” in ChronoFlow, which triggers a webhook that starts a workflow in n8n.

Key Benefits

ChronoFlow provides:

  • Structured Data Collection: Tasks collect rich, validated data through dynamically constructed forms
  • Intelligent Automation: Workflows can route work based on data, not just sequence
  • Flexible Organization: Hierarchical structure (organization → space → folder → list → task) adapts to your needs
  • Integration: Connects with n8n and other systems through webhooks
  • Role-Based Access: Granular control over who can do what at each level
  • Data Quality: Organization-level fields ensure consistency and reduce data mishandling

Getting Started

To get started with ChronoFlow, you’ll need:

  • A ChronoFlow instance
  • Access to an n8n instance (for workflow automation)
  • An understanding of your organizational structure (spaces, teams, processes)

ChronoFlow is designed to grow with your organization, from simple task management to complex, data-driven business process automation.

Learn More

Explore the key concepts to dive deeper:

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