Custom workflows and statuses

What a workflow is

A workflow is the list of statuses a piece of work goes through — Todo, In Review, Client QA, Done, whatever your process needs — drawn as boxes joined by arrows. Each status becomes a column on the board, ordered left to right as you lay them out.

Workflows belong to the organisation, so you design one once and every project with the same process reuses it. Every organisation starts with a Default workflow: Todo → In Progress → Test → Done.

Create a workflow

1. Open Workflows in the sidebar (Owners and Admins can create and edit; Members can view).
2. Create a workflow and give it a name and description. It starts with Todo, In Progress and Done.
3. Shape it in the designer (below), then press Save workflow.

Using the designer

• Add status adds a box called “New Status”. Click its name to rename it, pick one of eight colours, or delete it.
• Drag from a handle on any side of a status to another status to draw an arrow.
• Double-click an arrow — or select it and press Delete — to remove it.
• Arrange lays the graph out automatically. Zoom controls and a minimap help on large workflows.
• The left-to-right position of the statuses is the order of the board's columns, so put the start on the left and done on the right.

Use a workflow in a project

Choose the workflow when you create a project, or later from Edit project. The board immediately shows that workflow's statuses as columns.

Changing a workflow that is in use

Edits apply straight away to every project using the workflow.

Some summaries (like the weekly email) treat a task as done when it is in the workflow's last column or its status name contains “done”, “closed”, “resolved” or “complete” — another reason to keep the finished state on the right.

Example workflows

• Agency delivery: Backlog → In Progress → Internal Review → Client Review → Done.
• Bug triage: New → Confirmed → Fixing → Ready for QA → Closed.
• Content: Idea → Drafting → Editing → Scheduled → Published.

Statuses and AI agents

When the uqplanner CLI picks the next task for an AI agent, it prefers tasks already In Progress, then statuses whose name starts with AI: (for example AI: Ready), then Ready / To Do, then Changes Requested. When the agent finishes, the task moves to Awaiting Review. Adding those statuses to a workflow gives agents a clear lane on the same board as everyone else.