Workflows

Workflows define the process Stories, Subtasks, and Epics move through from idea to completion. Each Workflow consists of ordered Workflow States (e.g., Backlog → Unstarted → In Progress → Review → Done). Customize Workflows to match your team’s process.

Stories Workflow

Every Workspace starts with a default Workflow containing six states organized into four types:

• Backlog: Backlog (for ideas, not yet committed)
• Unstarted: Unstarted (committed but not in progress)
• Started: Started (actively being worked)
• Done: Done (complete)

Creating a New Workflow

Only one Workflow is included on the Free plan; Team and Business/Enterprise plans support multiple Workflows.

To create a new Workflow:

1. Navigate to Settings > Workflows
2. Click Create Workflow
3. Enter a Workflow name (e.g., “Design Review Process” or “Support Triage”)
4. Select which Teams use this Workflow (Teams are assigned later, too)
5. Choose a template (Kanban, Scrum, or Custom) or start blank
6. Review and customize states (see “Creating Workflow States” below)
7. Click Save

Workflow-Team relationships: A Team uses exactly one Workflow, but a Workflow can be assigned to multiple Teams. If two Teams have identical processes, reuse the same Workflow. If they diverge, create a separate Workflow.

Edit a Workflow

To edit a Workflow, select the pencil symbol on the Workflow card. You’ll be able to adjust the name, description, teams, and quickly access the Workflow States and WiP limit setting pages.

Creating Workflow States

States are the stages Stories move through. Each state belongs to a state type (Backlog, Unstarted, Started, Done). The type determines how Stories in that state are counted and reported.

To add a new State:

1. In Settings > Workflows, select the Workflow
2. Click Add next to the state type where you want the new state
3. Enter the state name (e.g., “In Code Review”)
4. (Optional) Enter a description visible to team members when selecting the state
5. (Optional) Set a Commit Verb for GitHub integrations (forward-only; see GitHub integration docs)
6. Click Save

You can reorder states within a type by dragging. States are displayed in order on the Status page and board views.

Deleting a State: You can only delete a state if no Stories or Story Templates are assigned to it. To delete:

1. Go to Settings > Workflow States
2. Click the state and select Delete State
3. If Stories are still in the state, bulk edit them to move to another state first

Use the Story count shown in Settings to confirm all Stories have been reassigned before deleting.

Managing Workflows Associated with a Team

If a Team’s process changes, you can reassign the Team to a different Workflow in Settings > Teams > [Team Name] > Workflow. Stories retain their state names if the new Workflow has matching state names; otherwise, the system maps states by type (Backlog → Backlog, Started → Started, etc.). Be sure to communicate this change to the Team.