Create and manage Workflow Statuses

Workflow Statuses are shared workspace definitions. Create one when your team needs a consistent label for an event stage or outcome. Edit the definition when the label, explanation, or color should change everywhere it is used.

The image below shows the fields used to define a shared Workflow Status.

Create a Workflow Status

1. Open Event Settings and select Workflow Statuses.

2. Select New Workflow Status.

3. Enter a clear Name.

4. Add a Description that explains the meaning of the status to your team.

5. Choose a Color.

6. Select Save.

The new definition becomes part of the shared active list. Use names that describe a stage or result, such as Proposal ready, rather than a private note about one event.

Edit or reorder active statuses

Select the edit action beside a status to change its name, description, or color. Because the definition is shared, an edit changes how that Workflow Status is presented wherever it is used.

Drag active statuses into the order that best matches how your team works. Ordering helps people scan and choose statuses, but it does not change an event's history or automatically move events between statuses.

Archive or restore a status

Archive a status when your team no longer wants to assign it to new work. Archiving keeps the definition and its existing assignments, but removes it from the active choices. Any task completion trigger or other configuration that refers to the archived status remains associated with that definition and becomes usable again if you restore it.

Restore an archived status from the archived list when your team needs it again. A restored status returns to the active list and can receive a new position in the order.

Archiving is not deletion. It preserves the status on past event records while removing that status from the active choices for new work.