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How to Use Comments

Updated September 20, 2022

Comments are a great way to communicate with the rest of your team when working through tasks on workflow runs.

You can @mention others or yourself to send them an instant inbox or email notification, format your comments with markdown text, and attach files to your comments.

Better still, you can use integrations to post comments, @mention other users or yourself and add attachments.

Users: All users can add comments and upload files to comments.

Where to view and create comments

Inbox

Your Inbox has a tab for comments, where you can find all the mentions and threads of conversations that you’re a part of.

A red dot on your inbox tab indicates that you have new unread comments, and these appear at the top of your comments inbox. Comments that you’ve read appear below in date order, from the date they were created.

You can mark all your comments as read, or open them up to reply to them.

Interacting with a comment marks it as read when you:

  • Click view
  • Open the task/page
  • Reply to it
  • Add emojis

Tasks

At the bottom of each task in a workflow run, you’ll see the comment box and above that, any comments or attachments that have already been posted.

To leave a comment you first need to open the workflow run you’d like to add a comment into and select the task where you will add your comment.

Scroll to the bottom of the task to see the comment box. You can post new comments here and @ mention other users in your organization then click “Send” to post it.

To attach a file to a comment, you can drag and drop your file into the comments field, or click on the “Paper Clip Icon” at the bottom of the comment box, select your file and then confirm.

The file you upload will appear in the comment thread, as shown above.

Note that while there is no storage cap on the number of files you can upload, there are individual file upload limits.

Want to post formatted comments instead of plain text? Learn how to format them with markdown.

Workflow runs

You’ll see the comments icon in the right-hand menu of your workflow runs. If there are no comments on the run, this will be greyed out. If there are comments, you’ll be able to click the icon and see a list of comments.

Reports

While viewing your Reports dashboard, you’ll be able to see which of your workflow runs have comments in them by using a column filter. Click the comments bubble to see a roll-up of all the comments on that worfklow run.

Workflows

When editing a workflow you’ll see the comments icon in the header bar (black bar).

You can navigate to the task to see the comment in context.

How to disable comments on workflow runs

Comments are shown on all tasks in workflow runs by default.

You can disable comments on a workflow when editing it, which means that all of the workflow runs created from it will have the comments disabled.

Click the cog icon in the editor settings and use the toggle switch to disable or re-enable comments.

Click save to finish.

@Mentioning users in comments

By @mentioning a user in your organization in a comment, your comment appears in their comments inbox. This is a great way to prompt a user to come and work on an urgent task or workflow run.

Do this by typing “@” into your comment, followed by the user’s name. Once you see the correct user’s profile picture and name, click that entry to add them to your comment. Click “Send” to post.

If that person replies to your comment, you’ll be automatically subscribed so they don’t need to @ mention you back for you to see the comment.

Note: When you @mentioning a user in a comment, it also sends them an instant email notification. If your emails get too noisy, you can always manage which notifications are sent from your user profile.

The following rules apply when you @mentioning other users:

  • Users must have verified email addresses and be part of your organization
  • User names must be unique
  • User names must not contain special characters
  • You can @mention yourself to make notes or remind yourself about something
  • Users must either be assigned to the workflow run or a task within it or have “view all” permission to the workflow to be able to reply to comments freely

Comments, attachments and @mentions via integrations

You can also add comments and comment attachments when using an integration with Zapier as shown below.

If you add @ before a user’s name in Zapier, shown above, this effectively works the same as when you manually @mention someone.

The resulting comment will show that it has been posted by Zapier in your workflow run:

You can also @mention users, use @here or @channel when using the snippet form field with Process Street’s Slack integration.

What happens if I delete or archive something?

If you delete a comment it’s removed from the inbox of anyone you mentioned, or anyone who’s part of a thread.

If you delete or archive a workflow run or workflow the comments will be removed from relevant users’ inboxes. If you later restore that item, the comments will reappear in the inbox in date order.

If comments have been made on a workflow run and then comments get disabled on the workflow, then these comments will also be removed from the inboxes of anyone concerned. Re-enabling comments will return them to inboxes.

Auto-subscribe to comments

If you take part in a conversation, even if you don’t @mention someone, you’ll get the replies straight into your inbox. You are effectively auto-subscribed to that thread.

This works on email notifications, Slack app and Teams app notifications too. If your notifications are getting too noisy, you can always adjust your settings.

Comments and task permissions

The reason you might be able to see a comment in your inbox, but not click through to the task or workflow run, is likely due to permissions.

If there are task permissions in place so that a certain user does not have permission to see a task, then they will receive an @mention comment notification.

If you or someone else in your team is not receiving email/inbox notifications for comments, this could be why. Speak to your admin or the workflow creator to grant you access.


 

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