Workflow States
Overview
The Workflow States feature, located in Global Settings ⚙️, is where you create and manage the individual steps or stages that make up your project lifecycles. Think of these states as the fundamental, reusable building blocks for your processes—stages like Open, In Progress, In Review, and Done. Before you can build an end-to-end process in the main Workflows feature, you must first define all the possible states here.
1. Understanding Workflow States and Categories
It's crucial to understand the two parts of a workflow state:
| Concept | Description |
|---|---|
| Workflow State | The specific name of a step in a process (e.g., "Ready for Dev," "Under Review," "Deployed"). |
| Category | The high-level grouping for your states, which is essential for reporting and board visualizations. |
A state must belong to one of a few standard categories (e.g., Open, In Progress, Done). By categorizing each state, you tell Zymmr how to treat work items in that state for analytics and on boards.
2. The Workflow States Dashboard
This screen provides a central list of every single workflow state that exists in your system, available for use across different workflows.
- Search Bar: Allows you to quickly find a specific state by name.
- + Create Workflow State Button: The primary action to add a new state to the system.
The dashboard table includes the following columns:
| Column | Description |
|---|---|
| WORKFLOW TITLE | The name of the created workflow state. |
| ACTIONS | Icons to Edit (pencil) or Delete (trash can) a state. |
3. How to Create a New Workflow State
- From the Workflow States dashboard, click the + Create Workflow State button.
- The "Create workflowState" modal will appear.
- Fill in the required information:
| Field | Description |
|---|---|
Workflow State * | Enter the specific name for your new state (e.g., "Pending Client Approval," "Technical Review"). |
Category * | Select the high-level group this state belongs to from the dropdown menu (e.g., Open, In Progress). |
Click the Save button. The new state is now created and can be selected when building a process in the main Workflows section.
4. How to Manage Existing Workflow States
You can easily edit or delete states from the main dashboard.
Editing a Workflow State
- Find the state you wish to modify in the list.
- Click the Edit (pencil) icon in its row.
- The "Edit Workflow State" modal will appear, pre-filled with the state's current details.
- Make your desired changes to its Category.
- Click Save to apply the changes.
Deleting a Workflow State
- Find the state you wish to delete.
- Click the Delete (trash can) icon in its row.
- A confirmation prompt will appear. Confirm the action to permanently delete the state.
The Building Blocks of Your Process
Remember, the states you create here are the essential components you will use to construct your end-to-end processes in the Workflows feature. A well-defined set of states is the foundation of a clear and effective workflow.
Before You Delete
The states that are in use will throw error, to delete remove the state from all the workflows.