Open main menu
MomentumBlog
Sign Up

8 Sample Workflow Diagrams You Should Know

Discover the top 8 sample workflow diagrams strategies and tips. Complete guide with actionable insights.

Table of Contents
8 Sample Workflow Diagrams You Should Know
Do not index
Do not index
A well-defined workflow is the backbone of any high-performing team. It’s the invisible architecture that turns chaotic sprints into predictable, value-driven delivery cycles. Yet, for all its importance, many teams operate on legacy processes, tribal knowledge, or workflows that just haven't evolved with their needs. The result? Blocked tasks, missed handoffs, ambiguous states, and a general sense of friction that slows everyone down.
This guide is designed to cut through that ambiguity. We’re not here to talk theory; we’re here to provide concrete, replicable sample workflow diagrams that you can adapt and implement immediately. Think of this as a playbook for your team’s core processes. From sprint planning and bug triage to CI/CD handoffs, we will dissect the visual structure of each workflow, explain its strategic purpose, and offer tactical advice for making it your own.
Each example will break down the "why" behind the "what," exploring common variations and highlighting key decision points that can make or break its effectiveness. We'll also provide actionable takeaways for implementing these flows in a tool like Momentum. To help visualize processes effectively, you might find it useful to explore tools that can help you generate flowcharts for team communication and map out these complex interactions before implementation. By the end of this article, you will have a comprehensive toolkit of proven workflow patterns to streamline your team's execution, improve visibility, and ultimately, ship better products faster. Let's dive in.

1. Linear/Sequential Workflow Diagram

The linear/sequential workflow is the granddaddy of all process maps. It’s a straightforward, no-frills visualization where tasks march in a single-file line from a distinct start to a clear finish. Each step must be completed before the next can begin, making it a rigid but incredibly clear model. Think of it as the process equivalent of a one-way street: no U-turns, no off-ramps, just forward momentum.
This model serves as the foundation for more complex diagrams and is the perfect entry point for any team new to process mapping. Its simplicity is its greatest strength, making it easy to create, understand, and follow without extensive training. For teams accustomed to more dynamic processes, the linear model might feel restrictive, a relic from a bygone era. For more context on how this compares to iterative approaches, you can learn more about the distinctions between Agile and Waterfall methodologies.

Analysis and Implementation

While Agile teams typically shy away from purely linear processes for development, this sample workflow diagram is invaluable for specific, repeatable sub-processes within a sprint. A classic example is a basic CI/CD handoff for a minor release: Code Complete → QA Sign-off → Merge to Main → Deploy. Each step is a non-negotiable prerequisite for the next.
Imagine a startup formalizing its new employee expense policy. The process is painfully simple:
  1. Draft Policy: HR creates the initial document.
  1. Legal Review: The legal team reviews for compliance (and fun-killing).
  1. Finance Approval: Finance signs off on the budgetary impact.
  1. Publish to Wiki: The final document is shared with the company.

Actionable Takeaways

  • When to Use It: Employ this model for simple, highly predictable processes. Think administrative tasks, basic QA checks, or simple handoffs where deviation isn't an option.
  • Implementation in Momentum: Map each sequential stage as a distinct column on your board. Use automation to enforce the linear flow; for instance, a ticket cannot be moved from “Review” to “Approve” unless a specific reviewer has been assigned. This creates a digital guardrail that ensures process integrity.
  • Jira Sync Tip: Ensure your Jira workflow mirrors this sequential structure exactly. Mismatched statuses can cause sync errors. Use Jira’s workflow validators to enforce the linear progression directly within Jira, which will then reflect accurately in Momentum.

2. Decision Tree/Branching Workflow Diagram

If the linear workflow is a one-way street, the decision tree is a city grid with roundabouts and intersections. This sample workflow diagram introduces decision points where the process splits into two or more paths. Each path corresponds to a specific condition, allowing for variability and conditional logic. It’s the process equivalent of a choose-your-own-adventure story, guiding a task through different scenarios based on predefined criteria.
This model is the workhorse for any process that isn't perfectly predictable. It acknowledges that reality is messy and provides a structured way to handle exceptions. For Agile teams, this is crucial because not every bug, feature, or support ticket follows the same happy path. The branching structure can feel complex at first, but it brings order to chaos by making conditional steps explicit rather than relying on tribal knowledge.

Analysis and Implementation

Branching workflows are the backbone of many core Agile ceremonies, especially triage. Consider an engineering team’s bug triage process. When a new ticket arrives from customer support, it doesn't just go into a "To Do" column; it needs assessment.
The workflow might start with a decision point: Is this a P0 Blocker?
  • Yes: The ticket is immediately routed to the on-call engineer’s queue (Path A: Immediate Action).
  • No: It proceeds to another decision: Can we reproduce it?
    • Yes: It moves to the backlog for prioritization (Path B: Backlog).
    • No: It’s sent back to the reporter with a request for more info (Path C: Needs Info).
This structure ensures critical issues get immediate attention while non-critical or incomplete reports are handled appropriately without derailing the team’s focus. It replaces ambiguity with a clear, repeatable process for classifying work.

Actionable Takeaways

  • When to Use It: Implement this for any process with conditional logic, such as bug triage, customer support ticket routing, or any approval process where the outcome isn’t a guaranteed "yes."
  • Implementation in Momentum: Use custom fields and automation to build this logic. Create a "Triage Status" dropdown with options like “P0 Blocker,” “Reproducible,” and “Needs Info.” Then, configure automations: If Triage Status is set to P0 Blocker, the ticket is automatically assigned to the on-call engineer.
  • Jira Sync Tip: Ensure your Jira workflow transitions reflect these branches. Use Jira’s conditions and post-functions to manage the paths. For example, a transition from "Triage" to "In Progress" could be conditioned on the "Reproducible" field being set to "Yes."

3. Swimlane/Cross-Functional Workflow Diagram

If a linear diagram is a one-way street, the swimlane diagram is a multi-lane superhighway with clearly marked exits. This diagram organizes tasks into horizontal or vertical lanes, with each lane representing a specific role or team. It masterfully visualizes handoffs and dependencies between different groups, making it the gold standard for processes that require collaboration. It brings clarity to the often-chaotic intersection of responsibilities.
This model's strength is its ability to explicitly answer the "who does what?" question, eliminating ambiguity and exposing bottlenecks at handoff points. For a process contained entirely within a single team, a swimlane might be overkill. But its visual structure helps teams understand where their work fits into the bigger picture, reducing the "us vs. them" mentality that sometimes crops up between departments.

Analysis and Implementation

Swimlanes are invaluable for mapping any process that crosses team boundaries. A quintessential example is a new feature launch at a B2B SaaS startup. The process isn't just Dev Complete → Deploy; it's a coordinated effort involving multiple departments:
  1. Product Lane: Defines feature requirements.
  1. Engineering Lane: Develops, tests, and merges the feature.
  1. DevOps Lane: Manages the CI/CD pipeline and deploys to production.
  1. Marketing Lane: Creates launch announcements and blog posts.
  1. Sales/CS Lane: Receives training on the new feature.
By mapping this out, the Product Manager can see that Marketing needs final screenshots before deployment, or that the Sales team's training can't happen until QA has fully signed off. These cross-lane dependencies are where projects typically fall apart.

Actionable Takeaways

  • When to Use It: Employ this model for any multi-departmental process, like customer onboarding, bug triage involving support and engineering, or a full product release cycle. It's essential for managing handoffs.
  • Implementation in Momentum: Use team-based boards or create dedicated columns prefixed with the team name (e.g., "Dev: In Progress," "QA: Testing"). Use automation to assign tickets to the correct team owner when a task enters their lane. For instance, once an item is moved to "Ready for Marketing," an automation rule can add it to their dedicated daily standup agenda.
  • Jira Sync Tip: In Jira, leverage components or team-specific labels to represent swimlanes. Alternatively, you can create a custom field like "Current Team" in Jira and build automations to update this field as the issue moves through the workflow, which then syncs cleanly into team-specific views in Momentum.

4. Parallel Process/Concurrent Workflow Diagram

If the linear diagram is a one-way street, the parallel process diagram is a multi-lane highway where cars can race side-by-side. This model visualizes a workflow where multiple tasks occur simultaneously. It uses "fork" and "join" symbols to show precisely where a single path diverges into concurrent activities and where they must converge before the process can continue. This approach is a game-changer for reducing overall lead time.
The beauty of a parallel workflow is its efficiency. Instead of waiting for one task to finish before starting the next, teams can tackle independent workstreams at the same time. This is fundamental to Agile and DevOps, where speed is paramount. However, this model introduces complexity; managing dependencies becomes a critical part of the equation, a puzzle that simple linear models don't have to solve.

Analysis and Implementation

This sample workflow diagram is the bread and butter of modern software development. Consider a common feature development scenario: once a user story is defined, the work splits. The frontend team can build the UI while the backend team develops the necessary APIs. These two streams run in parallel.
They only converge later at the "join" point, an integration testing stage. This workflow looks like:
  1. Story Refined: The product team finalizes requirements.
  1. Fork: The process splits into two concurrent paths.
      • Path A (Backend): Develop API → Write Unit Tests → Deploy to Staging.
      • Path B (Frontend): Build UI Components → Mock API Data → Write Unit Tests.
  1. Join (Integration): Both paths merge for end-to-end testing.
  1. QA & Release: The integrated feature undergoes final validation.
This dramatically cuts down delivery time compared to a sequential process where the frontend team would have to wait for the backend to be fully complete. For an even deeper look into optimizing these handoffs, explore some best practices for continuous integration.

Actionable Takeaways

  • When to Use It: Use this model whenever you have tasks that are not dependent on each other's immediate completion. It's ideal for feature development (frontend/backend), multi-platform releases (iOS/Android), or even onboarding processes (IT setup and HR paperwork can happen simultaneously).
  • Implementation in Momentum: Model parallel workstreams using parent-child relationships. Create a "parent" ticket for the main feature, then create separate "child" tickets for the Frontend Work and Backend Work. Use automation to set a rule that the parent ticket cannot move to "Integration Testing" until both child tickets are marked as "Done".
  • Jira Sync Tip: In Jira, leverage sub-tasks to represent the parallel work items under a parent story. Ensure the parent story's workflow is configured to prevent it from transitioning to an "In QA" status until all its sub-tasks are resolved. This setup in Jira will sync seamlessly with the parent-child structure in Momentum.

5. Loop/Iterative Workflow Diagram

The loop/iterative workflow diagram is where processes learn to double back on themselves. Instead of a one-way street, this diagram introduces feedback loops, allowing a process to return to a previous step when certain conditions aren't met. It’s the visual representation of “If at first you don’t succeed, try again,” making it essential for any process that requires refinement or quality checks.
This model is the lifeblood of Agile development and continuous improvement. It acknowledges that perfection is rarely achieved on the first pass and builds in the opportunity for rework. For teams that need to incorporate feedback and iterate toward a better outcome, this is the go-to structure. For a deeper look into how this cyclical approach fits into the bigger picture, explore the different phases of the software development lifecycle.

Analysis and Implementation

The most classic Agile example is the core development cycle: Code → Test → Identify Bugs → Fix Bugs → Re-test. The process loops between fixing and re-testing until the code passes all quality gates. This sample workflow diagram is fundamental for ensuring quality isn't sacrificed for speed.
A practical use case in a product team is the editorial workflow for new feature documentation. The process isn't just a straight line to "Published":
  1. Write Draft: The technical writer creates the initial content.
  1. Product Review: The Product Manager reviews for accuracy.
  1. Author Review & Revise: If the PM has feedback, the ticket loops back to the writer for revisions. This loop continues until the PM is satisfied.
  1. Final Edit: A copy editor performs a final check.
  1. Publish: The content goes live.

Actionable Takeaways

  • When to Use It: Employ this for any process involving revisions, quality assurance, or approval cycles. It’s perfect for software bug fixes, content creation, and design iterations.
  • Implementation in Momentum: Represent the loop by allowing tickets to move backward between columns (e.g., from "QA Review" back to "In Development"). Use automation to trigger these movements based on specific criteria, like setting a "Status" custom field to "Needs Rework," which automatically reassigns the ticket to the original developer.
  • Jira Sync Tip: In Jira, ensure your workflow configuration explicitly allows transitions back to previous statuses. For example, the "Done" status should have a transition path leading back to "In Progress." Clearly define the exit conditions for the loop in Jira to prevent tickets from getting stuck in an infinite revision cycle.

6. State Machine/Status-Based Workflow Diagram

The state machine workflow visualizes a process by focusing on the distinct states an item can be in and the specific transitions that move it from one state to another. A state machine is all about the lifecycle of an object, like a bug or a feature. Think of it as a subway map: each circle is a station (a status), and the lines between them are the only valid routes (transitions) you can take.
This model is a favorite in software engineering for a reason. It provides an unambiguous and rigorous way to define how something should behave. For complex entities with multiple potential paths and error states, a state machine brings crucial clarity where a simple linear diagram would create a tangled mess. It forces you to think through every possible condition and outcome.

Analysis and Implementation

For an Agile team, the state machine is the definitive way to map out a Jira workflow. Every ticket has a lifecycle, and this diagram perfectly captures its journey from Backlog to Done. It’s not just a straight line; a ticket might move from In Progress to Blocked, or from In Review back to In Progress. Each of these movements is a defined transition between states.
Consider a bug tracking workflow in a fast-growing SaaS startup:
  1. New: A bug is reported.
  1. Triaged: The Product Manager assesses its priority.
  1. Assigned: An engineer is assigned to investigate.
  1. In Progress: The engineer is actively working on a fix.
  1. In Review: The fix is submitted for peer review. (If rejected, it returns to In Progress).
  1. Ready for QA: The fix is merged and ready for testing. (If QA finds issues, it returns to Assigned).
  1. Closed: The bug is verified as fixed.
This sample workflow diagram ensures everyone understands the rules for a ticket’s journey. To see how these states directly map to your backlog, you can get a clearer picture of how to manage the various statuses of your backlog items.

Actionable Takeaways

  • When to Use It: Essential for modeling any process with distinct statuses and controlled transitions. Perfect for bug lifecycles, feature development workflows, or document approvals.
  • Implementation in Momentum: Define your Momentum board columns to represent the core states (New, In Progress, In Review, Done). Use automation to manage the transitions. For instance, an automation can trigger when a pull request is opened, automatically moving the corresponding ticket from In Progress to In Review.
  • Jira Sync Tip: Your Jira workflow configuration is a literal state machine. Ensure that the transitions defined in Jira (e.g., "Allow transition from In Review to In Progress") perfectly match the intended flow. Any discrepancy will cause sync failures. Use Jira's workflow conditions to enforce these rules at the source.

7. Nested/Hierarchical Workflow Diagram

The nested/hierarchical workflow diagram is how you visualize a process that’s too massive to fit on a single whiteboard. It groups related tasks into sub-processes, reducing overwhelming complexity. Think of it as a set of Russian nesting dolls for your workflow: the main diagram shows the high-level steps, and each step can be opened up to reveal a more detailed process within.
This model is a lifesaver for complex, multi-departmental initiatives where a single linear view would be a tangled mess. It allows different teams to focus on their specific piece of the puzzle while still understanding how their work fits into the bigger picture. For a startup trying to scale its processes without losing its mind, this hierarchical approach provides structure amidst the chaos.

Analysis and Implementation

This sample workflow diagram is the backbone of any large-scale operation, particularly in enterprise software development. Consider a major IT system deployment. The top-level workflow might look deceptively simple: Planning → Development & Testing → Staging → Production Release. However, clicking on Development & Testing would expand a detailed sub-process with its own stages.
Another perfect use case is a comprehensive software development lifecycle (SDLC) itself.
  1. Requirement Gathering: A high-level phase.
  1. Design Phase: This expands into sub-processes for Wireframing, High-Fidelity Mockups, and Technical Architecture Design.
  1. Development Sprints: Each sprint is its own nested workflow.
  1. QA & Release: This breaks down further into Regression Testing, Performance Testing, and the CI/CD Pipeline.
Each primary stage contains its own universe of tasks and dependencies, all neatly organized.

Actionable Takeaways

  • When to Use It: Employ this for complex, multi-stage projects that involve multiple teams. It’s ideal for visualizing ERP implementations, end-to-end customer journeys, or any process where the details would otherwise create an unreadable chart.
  • Implementation in Momentum: Create a main board for the high-level process. For each high-level stage, link out to separate, dedicated Momentum boards that map the sub-process in detail. Use a custom field on the main board, like "Sub-Process Link," to provide a direct URL to the detailed board.
  • Jira Sync Tip: In Jira, leverage epics to represent the high-level stages and stories or tasks for the detailed steps within the sub-processes. Ensure the parent/child relationship is maintained. When syncing with Momentum, you can create separate boards filtered by each epic, effectively mirroring the nested structure.

8. Data Flow/Information Transfer Workflow Diagram

The Data Flow Diagram (DFD) maps the journey of information through a system. Unlike other workflows that focus on tasks, this diagram’s star player is the data itself. It visualizes how information is input, processed, stored, and output, revealing the connections between different components. Think of it as the circulatory system for your application, showing exactly how the lifeblood of data moves from one organ to the next.
This model is indispensable for systems analysis and is a favorite among architects. It uses a standardized set of symbols (processes, data stores, external entities) to create a universally understood map of information dependencies. For teams building complex systems, a DFD isn't just a nice-to-have; it's a foundational blueprint for ensuring data integrity and security.

Analysis and Implementation

While a Scrum team might not create a DFD for a minor UI tweak, it's mission-critical when designing features that touch multiple microservices or third-party APIs. Consider an e-commerce platform implementing a new loyalty program. The data flow is complex:
  1. Customer Action (External Entity): A customer completes a purchase.
  1. Order Processing (Process): The Order Service receives the purchase data.
  1. Data Flow: Order Details are sent to the Loyalty Service.
  1. Loyalty Logic (Process): The Loyalty Service calculates points earned.
  1. Data Storage: The service updates the Customer Loyalty Database.
  1. Data Flow: The updated balance is sent to the Notification Service.
  1. Customer Notification (Process): The Notification Service sends an email to the customer.
This sample workflow diagram makes it painfully clear where data originates, what transforms it, and where it lands. For advanced users interested in programmatic implementation, you can review technical documentation for widget API integration to see how data endpoints are structured.

Actionable Takeaways

  • When to Use It: Essential for system architecture planning, API integrations, and features involving significant data transformation. Use it when understanding what happens to data is more critical than who performs the task.
  • Implementation in Momentum: While Momentum is task-focused, you can represent a DFD's critical path. Create a board where columns represent major systems (Order Service, Loyalty Service). Use tickets to represent specific data packets, moving them across columns as they are processed.
  • Jira Sync Tip: In Jira, create an Epic for the overall data flow feature (e.g., "Loyalty Points Calculation"). Use Stories for each processing step, and leverage issue linking (e.g., "is blocked by") to represent the data dependencies between components.

8 Workflow Diagram Types Compared

Workflow Type
Implementation complexity 🔄
Resource requirements ⚡
Expected outcomes ⭐📊
Ideal use cases
Key advantages 💡
Linear / Sequential Workflow Diagram
Very low — single straight path, no branches
Low — minimal tools, few stakeholders
⭐⭐ — Predictable, low variability; easy to document
Simple approvals, assembly lines, basic PO processing, email verification
Easy to create and train; low error potential
Decision Tree / Branching Workflow Diagram
Medium–high — multiple decision nodes and branches
Medium — clear decision criteria, modeling tools, stakeholder input
⭐⭐⭐⭐ — Flexible handling of scenarios; higher accuracy with complexity
Loan approvals, ticket routing, troubleshooting, claims processing
Handles conditional logic; models real-world variations
Swimlane / Cross-Functional Workflow Diagram
Medium — cross-team handoffs and lanes
Medium–high — multiple roles, coordination and collaboration tools
⭐⭐⭐⭐ — Clarifies ownership; surfaces bottlenecks and dependencies
Product development, hiring, loan processing, cross-department processes
Makes responsibilities visible; improves handoffs and communication
Parallel Process / Concurrent Workflow Diagram
High — fork/join synchronization and concurrency
High — coordination, automation tools, resource planning
⭐⭐⭐⭐ — Significantly reduces overall time; higher throughput
Concurrent development, manufacturing, multi-test diagnostics, deployments
Reduces wait time; better resource utilization and throughput
Loop / Iterative Workflow Diagram
Medium — feedback loops and iteration controls
Medium — monitoring, QA resources, clear exit conditions
⭐⭐⭐⭐ — Improves quality through iterations; may increase duration
Content revision, code→test→fix cycles, QA and approval loops
Supports rework and quality control; realistic for iterative work
State Machine / Status-Based Workflow Diagram
Medium — many states and event-driven transitions
Medium — state modeling, event definitions, often software-driven
⭐⭐⭐⭐ — Excellent lifecycle tracking and valid-state enforcement
Order lifecycles, bug tracking, account statuses, approvals
Prevents invalid transitions; good for audit trails and compliance
Nested / Hierarchical Workflow Diagram
Medium–high — multi-level diagrams and sub-processes
Medium — tooling for collapsible views and documentation per level
⭐⭐⭐⭐ — Scales complexity while reducing diagram clutter
Enterprise processes, ERP, system deployments, end-to-end flows
Modularizes complexity; provides audience-specific detail levels
Data Flow / Information Transfer Workflow Diagram
High — detailed data mappings and system interactions
High — technical expertise, integration tools, governance
⭐⭐⭐⭐ — Clarifies data dependencies and integration points
System design, CRM integrations, banking, healthcare information flows
Reveals data sources/destinations; highlights security and compliance

Final Thoughts

We’ve just navigated a gallery of sample workflow diagrams, moving from the straightforward linear path to complex, nested structures. It’s easy to look at these diagrams—the swimlanes, the decision trees, the state machines—and see them as just boxes and arrows, rigid structures to impose on your team’s creative chaos. But that’s missing the point.
These diagrams aren't meant to be rigid cages; they're blueprints for clarity. Their true power isn't in the final polished image. It's in the messy, collaborative, and sometimes contentious process of creating it. It’s in the “aha!” moment when a developer realizes why a handoff to QA has been so painful, or when a product manager finally sees the hidden loop that’s been trapping user stories in ambiguity.
The real value emerges from the conversations these diagrams force you to have. They are a catalyst for alignment, a tool to surface assumptions that have been silently creating friction for months.

From Theory to Tangible Results

The critical takeaway here is that a workflow diagram is not a one-and-done artifact. It's a living document, a mirror reflecting your team's reality. The sample workflow diagrams we've explored serve as a starting point. Your team’s actual process will—and should—look different.
Remember the key insights we covered:
  • Clarity Over Complexity: A diagram that no one understands is worse than no diagram at all. Start simple. A basic sequential flow is better than an overly ambitious swimlane diagram that never gets used.
  • Automate the Mundane: Your diagrams should highlight opportunities for automation. Every manual status update or handoff that requires a Slack message is a candidate for a trigger-based action that saves time and reduces human error.
  • The Diagram Serves the Team (Not the Other Way Around): Don't become a slave to the process. If a step in your workflow feels like bureaucratic overhead, challenge it. The goal is to facilitate smooth value delivery, not to check boxes on a chart.

Your Actionable Next Steps

Thinking about these concepts is one thing; putting them into practice is another. Don't try to boil the ocean by redesigning every single process at once.
Instead, pick one area of friction. Is it the bug triage process? That one handoff between CI/CD and the release announcement?
  1. Gather the Right People: Pull the key players for that workflow into a room (or a Zoom call).
  1. Whiteboard the "As-Is": Map out how the process actually works today, warts and all. Use one of the sample workflow diagrams from this article as your template.
  1. Identify the Pain: With the current state visualized, ask the team: "Where does this hurt? What part is slow, confusing, or frustrating?"
  1. Design the "To-Be": Collaboratively design an improved workflow. Erase boxes, redraw arrows, and challenge long-held assumptions.
By treating your workflows as products in themselves—things you continuously analyze, iterate, and improve—you transform them from static documents into powerful engines for productivity. The clarity you gain will not only make your team more efficient but will also foster a culture of ownership and continuous improvement that is the true hallmark of a high-performing team.
Ready to turn those workflow diagrams from static images into automated, intelligent systems? Momentum connects your tools, like Jira and Slack, to bring your processes to life, automating handoffs and providing real-time visibility without the manual overhead. See how you can implement these workflows and more by visiting Momentum.

Replace all your disconnected tools with one platform that simplifies your workflow. Standups, triage, planning, pointing, and more - all in one place. No more spreadsheets. No more “um I forget”s. No more copy-pasting between tools. That’s Momentum.

Streamline Your Team's Workflow with Momentum

Get Started Free

Written by

Avi Siegel
Avi Siegel

Co-Founder of Momentum. Formerly Product @ Klaviyo, Zaius (acquired by Optimizely), and Upscribe.