Manage Workflows Step by Step

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What This Does

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Before You Begin

• the current statuses in use
• the teams or modules affected
• any dashboards, automation rules, or reports that depend on those statuses

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Steps

1. Open Organization or Team settings.
2. Go to the workflow or status management area.
3. Select the entity type you want to manage.
   • examples: incidents, changes, service requests, stories, tasks
4. Review the current workflow states.
5. Decide whether you need to:
   • add a new state
   • rename a state
   • retire a state
6. Make the workflow change.
7. Save the update.
8. Open the related module.
9. Confirm the new or updated status appears in:
   • create forms
   • edit forms
   • list filters
   • board columns where applicable
10. Review any automation rules that may rely on the old status values.

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What Happens Next

• how users move work forward
• what appears in dashboards
• how automation conditions match
• how status-based reports behave

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Tips

• Change workflow labels carefully after adoption.
• Avoid frequent status changes unless the process is still evolving.
• Review downstream automations after workflow updates.