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Creating an Account-Wide Custom Workflow

Table 55. Availability - Legacy plans


Admins on Business and higher accounts can create account-wide custom workflows. On Enterprise Standard and Pinnacle this is a controlled admin permission, so some admins may not have it. All users except collaborators 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, project, or folder.


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.

Create a custom workflow

  1. Click your profile image in the upper right-hand corner of your workspace 1.

  2. Select Settings from the drop-down.

  3. Click Workflow in the left-hand navigation panel. You'll see a list of all workflows in the account 2.

  4. Click + New workflow.

  5. Enter your new workflow’s name 3. 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.

  6. Add statuses to your workflow by clicking + Add Status 4 at the bottom of any workflow group, entering its title 5, and selecting a color for that status 6.

  7. Rename, delete 7, or change a status color by clicking that status.

  8. Optional: add approvals, transitions or assignees upon a status change by clicking on a status.

  9. 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 a task’s drop-down status menu.

  10. Click Save in the upper right-hand corner 8.

When you create a new workflow it becomes immediately available for all team members to see and use.


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.