Workflows are the most robust Custom Item in Project Insight. They guide the user through the data gathering process and compartmentalize the steps into separate pages workable by separate resources. You would use Workflows when traditional Custom Items are not fancy enough:
- Compartmentalized steps
- Multiple assignees over the course of completion
- Field visibility rules
- Embedded approvals required for each step
- Lockable steps
- You require additional fields beyond the traditional Custom Item (+80 fields in one item)
You should also have the temperament of a methodical technician to spend time on form creation and the team discipline to enforce workflow procedures.