Creating an Account-Wide Custom Workflow
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Availability: Legacy Business, Legacy Enterprise.; Unavailability: Legacy Free, Legacy Professional.; |
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Availability: Business, Enterprise, Pinnacle. ; Unavailability: Free, Team; |
Admins on Business and higher accounts can create account-wide custom workflows. On Enterprise and Pinnacle this is a controlled admin permission, so some admins may not have it. All users, except for Collaborators, Contributors, and Viewers, on these accounts can use custom workflows.
Account-wide custom workflows are visible to all users in the account and can be used as default workflows in any space and project-based items.
Tip
If the workflow you are about to create is to be used by one team only, we recommend creating it as a space workflow within the team's space. It will give you easy access to editing the workflow and such a workflow will be available for use only within the particular space.
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Click your profile image 1 from the sidebar.
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Select Settings 2 from the dropdown menu.
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Click Workflows 3 in the left-hand navigation panel. You'll see a list of all workflows created at both the space and account levels in a Table view.
You can search, sort, and group workflows, and enable fields from the toolbar 4.
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Click + Workflow 5.
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Enter your new workflow’s name 6. By default, it has one status in the Active and Completed workflow categories. While these default statuses can be edited, they can't be deleted.
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Add a description or summary of the workflow 7.
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Add statuses to your workflow by clicking Add Status 8 at the bottom of any workflow group, entering its name 9, and selecting a color for that status 10.
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Rename, Delete, or Change a status color by clicking that status.
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Optional: add approvals, transitions or assignees 11 upon a status change by clicking on a status.
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Click Delete status 12 if you want to permanently delete the status.
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Drag and drop statuses to arrange them within a status group in the order that makes the most sense for your team. The order you choose is the order that statuses will appear in an item’s drop-down status menu.
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Click Save in the upper right-hand corner 13.
When you create a new workflow it becomes immediately available for all team members to see and use.
Note
Each Business and Enterprise account can have a maximum of 200 workflows, but there's no limit to the number of statuses that you can have within a workflow.