How I Use WorkFlowy for Recruiting

This is a guest post from Matt Ragsdale, an Account Executive with Greythorn Healthcare IT in Seattle, WA. Greyhorn works with some of the nation’s leading healthcare practices with a focus on long-term staffing projects directed at new and existing EHR implementations.

I work in staffing and I’ve referred a lot of other recruiters to WorkFlowy. I recommend it to people to help collate their boolean search strings and technical definitions. It makes it so easy to recall past searches by searching for past technical terms. Not to mention the obvious benefit of the excellent list-keeping tools WorkFlowy provides. This post describes in some detail how WorkFlowy helps me in the recruiting process.

Search Strings
When a job order or “requisition” comes in, one of the first things we have to do as recruiters is to write a Boolean search string to hunt for active candidates on the job boards and in our own Applicant Tracking System [ATS]. To this end, I have a “Search strings” list that I simply store all of my search strings in. Not organized, not by a particular technology/programming language/vertical, I just dump every iteration into one giant list. I no longer write and re-write Boolean strings, because I simply search for the term in question and then workflowy displays every search string with that term in it for me to use/customize in each search. Since I have (nearly) unlimited space, I simply leave every iteration there. This is extremely helpful when you are crafting long Boolean searches that you want to revisit or make small changes to in the future. In other words, Workflowy has saved me from having to re-invent the Boolean wheel every time I wish to search the internet for a resume. This is also very helpful when you want to mentor a new recruiter and need to come up with ideas- I just export the list and I’m done.

Listing requisitions and #hashtag per client/technology
If I want to link together previous search strings with companies and/or requisitions, all I need to do is hashtag the particular sections or definitions in my document to reference later. This is particularly useful when my manager will ask to see what search strings I used or what information I’m sourcing on at any given time. I just hashtag it with the name of my client, then search and- presto! All of my job orders along with relevant search strings are visible with one search.

List position descriptions with qualifying questions to ask per the hiring manager
When a new requisition opens, I will create a new list with the job details/requirements. Once we set up a time to speak with the hiring team, I will keep the qualify questions present in the list for reference when I speak with potential candidates. This allows me to search by hashtag for job descriptions along with relevant screening questions with just one search. In the past this had to be stored in a word doc in some folder which required that I remember where it all is and even when you did find it, you’d never get key terms highlighted. Not to mention that the mobile aspect of workflowy allows me to reference questions/job details from my phone remotely without being in front of a computer.

List acronyms with definitions
By listing various industry acronyms (which in Healthcare IT can be numerous) it allows me to search for reference materials simply by acronym. Find the definition once, then never have to search for it again. It even pops up with my search strings if I search from the main page which can help jog my memory or help me remember related terms.

The best part about all of this is that when I search for a term or technology that I wish to search for, when I search from the main page I get everything: All the acronyms, research materials, related definitions, links, and Boolean search strings! (The search strings section was too large to include, but you get the idea). In the case below I am searching for the name of a hospital software billing module called “Resolute.” When I search from the main page I get a wealth of information that I’ve collated over the years all in one place. Brilliant!

How WorkFlowy Helps Run Bonafide, An Inbound Marketing Company

This is a guest post by Shareef Defrawi is the President of Bonafide, an inbound marketing agency in Houston, TX. Bonafide helps businesses attract more traffic, generate more leads, and close more customers.    

We’re all about WorkFlowy at Bonafide.

Inbound marketing is great in a lot of ways, but nobody ever claimed that it was self-generating. On the contrary, it takes monthly, weekly, daily, and sometimes even hourly attention to detail to create and maintain a successful inbound funnel that helps customers discover our clients online, engage with their companies and complete the conversion from casual visitor to paying customer.

So when our inbound marketing firm discovered WorkFlowy, it was an instant “aha!” moment.  We were initially drawn by WorkFlowy’s intuitive “zoomable” note-taking format, but found that the interface was only the beginning of the benefits.

We use WorkFlowy for internal processes across the inbound marketing funnel, from daily checklists to long-term tactics.


Hard to believe, but just a handful of years ago most marketing processes still ran on paper – everything from bulky binders to email print-outs to tons of sticky notes. With all that hard copy, it was easy to lose track of where you were and what needed to be done next. We use WorkFlowy to organize our administrative set-up process, which includes integrating background information, creating teams, establishing goals and scheduling kickoff meetings. The app’s zoom-in/zoom-out lists are easy to update, and the iOS functionality ensures that all our team members can check in even when away from their workstations.

Content creation

The heart of inbound marketing, high-quality content is what draws visitors to our clients’ blogs, websites and social pages. WorkFlowy is a natural fit for our content creation, which crosses multiple channels simultaneously. The comprehensive daily checklists help us create editorial schedules; brainstorm ideas for email, blogs, videos, eBooks and other content; assign team members to create, refine and follow the progress of the content; perform quality checks for SEO and call-to-action phrasing; and check for client emails and Google alerts for possible content opportunities.


Companies that blog from 10 to 15 times per month average five times more traffic than companies that don’t blog. Guest bloggers bring new perspectives and increased Google credibility to inbound marketing campaigns, and their highly relevant backlinks help boost client web traffic. WorkFlowy lists help us maintain a dynamically updated step-by-step process for prospecting potential bloggers by industry; prequalifying the potential bloggers; determining keywords to use in the content; and determining the response to the guest posts.

Organization is key to inbound analytics that track web traffic, landing page response, email opt-ins, Google page ranks and so much more. WorkFlowy allows us to stay on top of the daily process of measuring response. Everyone on our team knows what to check, and when, to find the most relevant and powerful information – data we use to refine and improve our customers’ marketing campaigns.

The WorkFlowy workplace
Our inbound marketing organization represents a diverse mix of backgrounds, approaches and skills – so lively debate is often part of our workplace. But even the logical left-brained and the artistic right-brained among us agree: WorkFlowy gets our office more organized. Even those who always hated taking (handwritten) notes are converts to the app, and why not? It’s easy for everyone to stay on the same page, when there’s no actual page involved.

WorkFlowy for Teams

Random team vibe photo courtesty of Kevin Dooley

Photo courtesy of Kevin Dooley

A lot of people use WorkFlowy to collaborate on teams. Sometimes these teams want to bulk purchase WorkFlowy Pro accounts for all their team members, in order to collaborate privately, use it without a quota and all the other wonderful things that you get with WorkFlowy Pro. Today, we’re announcing WorkFlowy for Teams, which makes it a lot easier to make these bulk purchases, and represents the first step toward improving WorkFlowy’s collaborative functions.

Benefits of a team account include

  1. All the benefits of WorkFlowy Pro
  2. Easy team administration
  3. 20% off the regular cost of WorkFlowy Pro

If you work at a company and are interested in upgrading but have questions, you can email with any questions.

Learn more at

Feature Improvement: Drag the Bullet to Move in WorkFlowy

I always get annoyed when I drag things around in WorkFlowy. You have to drag these little arrows that show up at the right of the page, it’s hard to get the right item, and it feels finicky. Judging from the consistent stream of emails we’ve gotten, other users have the same issue. Well, we’ve improved the situation.

Now, you just drag the bullet point directly to move an item. Try it, it’s a lot easier.

We’ve also made moving better in other ways. The page should scroll much more smoothly, making it easier to drag an item way up or down in a long list, and overall we’ve made it speedier too.

Our next goal is to make it easier to move things inside other items by dragging, but we couldn’t get it into this release.

WorkFlowy Speedup: 4x Faster Loading

Image courtesy of Nathan E Photography

Image courtesy of Nathan E Photography

On Monday, a user with approximately 200K items in his WorkFlowy account emailed us a complaint. He said the load time for his account was killing him. We looked into seeing if we could speed things up, and found some major improvements. WorkFlowy now loads around 4 times more quickly . If you’re on a good internet connection and have a large account, you should now have a zippier experience.

WorkFlowy Tip: Dates For Easy Filtering

This is a guest post from Henry Livestroo. If you want to write a guest blog post, just email with your idea.

Screenshot 2014-04-23 14.45.53

Frequently people complain about the lack of reminders within Workflowy. I use an easy workaround to deal with this in Workflowy. The idea is to use tags to create an milestone with a reminder date. I use the #d- tag to set the reminder and to differentiate from normal tags.

For example. If I need to make an report on the 24th of April I create a task Month Report Operations #d-2404. I put this task in my backlog folder.

Every day I Just click on the #d- tag and I see the all the actions with dates. Alternatively I search for #d-2404 to get the reminders only of the specific day

Comment from the WorkFlowy Team: For more readable dates, you can do something like #d-2014-04-22.

How to Import Tasks from Asana


Lee Branch, founder of Intently Digital, recently emailed us a simple tip for importing tasks from Asana, and suggested we post it, as he’d been struggling to figure it out. So, here’s what Lee suggested:

Basically you select a project, then highlight all tasks in that project.
The do CMD +C (new to macs, basically the copy keyboard shortcut – CTRL+C on a PC)
This pops up an overlay of all the tasks which you can highlight/copy/paste as plain text :-)

Hopefully someone finds this useful!

Update: Lee made a video demonstrating how it works.