Wealthbox Workflows - Any Superusers?

I’m trying to systematize our operations and build workflows for repeatable tasks. I started with the easier service tasks but I’m still struggling to understand the best workflow structure in Wealthbox (i.e., the logic behind how workflows should actually be used).

Take a simple example: mailing a check. I’m with LPL, so most checks can be mobile deposited, but occasionally we still have off-platform rollovers, 529 contributions, etc.

You’d think this would be straightforward to document.

My biggest frustration is the need to use both notes and workflows to accomplish one simple process.

What I’m trying to accomplish:

Document the “why” behind the money movement — when it was discussed, when the movement should occur, recommendation rationale, etc.

Example workflow:

Receive check→ Confirm receipt with client if mailed to office→ Document receipt via note→ Prepare mailing and record in check log→ Mail check and record tracking #→ Confirm deposit with custodian→ Send confirmation to client

In that process we typically contact the client twice (receipt + confirmation), and I’m trying to maintain a record of why the transaction occurred (rollover, contribution, recommendation date, etc.).

The issue:

Workflow comments don’t show up in Wealthbox reports
Replies to notes don’t appear in reports either
The client feed gets cluttered with workflow subtasks
Meanwhile the actual narrative of what happened gets fragmented across tasks and notes

So I end up maintaining both notes and workflows, which feels redundant and messy.

For those who have really dialed in Wealthbox:

What’s the best practice for structuring workflows vs notes so you preserve the narrative while still using workflows as checklists?

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