Canonical page: https://tellenze.com/help/workflows

Shape your delivery workflow

Configure stages, category mappings, completion behavior, and project migration previews.

Understand stages and lifecycle behavior

A workflow defines the ordered lanes used by a project. Each stage has a visible name, colour, stable key, and category. Categories describe backlog, ready, in-progress, review, or done work; lane names can reflect the team’s vocabulary.

Three lifecycle selections give stages a specific purpose: Initial receives newly created work, Reopen receives reopened work, and Completion represents completion. Treat these as behavior, not decoration. Renaming a review lane to “Shipped” does not make it the completion stage.

Administrators manage the reusable catalogue in Admin → Workflows. Project workflow assignment is available through the project’s settings when your permissions and the installation’s feature settings allow it.

Every workspace also has The Loop for milestones. It uses six fixed stages—Focus, Execute, Observe, Review, Learn, and Adapt—and appears in the workflow catalogue as a read-only default. It is available automatically and cannot be edited or archived. Project workflows, including the default Development workflow, are managed separately. Moving a milestone through The Loop does not move its linked work items through their project workflows.

On the milestone board, add a milestone within any Loop lane or drag a card to another lane or position. Open a card for the milestone dialog and its Overview, Work, Insights, and Settings tabs.

Create a reusable workflow

1. Choose New workflow and enter a clear name and optional description.
2. Review the starter lanes. Add the stages your team needs and give each a descriptive name and colour.
3. Give every stage a unique Stable key. Keys start with a letter and use lowercase letters, numbers, or underscores. These identifiers should stay meaningful when a visible lane name changes.
4. Choose each stage’s category and designate the initial, reopen, and completion stages. The completion stage uses the done category; initial and reopen stages remain open work.
5. Reorder lanes using their drag handles, then choose Create workflow.

Keep the workflow understandable for people moving work each day. The editor supports two to twenty stages; each extra lane should represent a distinction your team actually uses.

Assign a workflow to a project

Open the project, choose Settings, then Workflow. Select the target workflow. When replacing an existing workflow, review the Stage mapping for every current lane before choosing Assign workflow.

The mapping covers work throughout the project, including archived work. Open stages must map to open stages, and completion stages to completion stages. The interface suggests compatible matches, but you should confirm that their meaning fits the team’s process. Assignment preserves completion credit rather than treating migration as fresh delivery.

For example, when replacing “To do / Building / Shipped” with “Ready / In progress / Done,” map each old lane explicitly. Review the work board afterward to confirm that the intended lane names and positions are visible.

Change a workflow already in use

Choose Edit on its catalogue card. You can add, rename, recolour, and reorder lanes. Existing stage keys, categories, and lifecycle semantics remain fixed once a project uses the workflow; existing lanes cannot simply be removed.

Use Clone when the intended change removes lanes or changes lifecycle behavior. Edit the copy, then assign it to the relevant projects with explicit stage mappings. Review any automations or templates that depend on workflow stages as part of adopting the new workflow.

If someone changes the workflow while you are editing or assigning it, the page reports a conflict and loads or requests the latest version. Review that version before trying again.

Retire an unused workflow

Use Archive after every project has been reassigned. The default workflow cannot be archived, and assignment to any project prevents archival. Archived workflows are excluded from normal catalogue results and cannot be edited while archived. When an archived workflow is displayed, its Restore action makes it available again.