Custom Workflows
Open workflow settings
Select your name in the top-right corner, then Settings. Select Workflows in the Settings sidebar, then New Workflow.
Create stages for your process
Enter a Workflow name, such as CRM pipeline. Rename the starting stages and use Add Stage to add the others. Give each stage a clear name and choose a preset or custom colour. Enter the stages in the order you want to use them.
CRM example: Identified → Approached → Negotiation → Closed or Lost. Use one task per opportunity: Identified means a potential customer has been found; Approached means contact has been made; Negotiation means terms are being discussed. Closed is a successful sale, while Lost is an opportunity that will not proceed. These are alternative outcomes, not consecutive steps.
Hiring example: Applied → Screening → Interview → Offer → Hired, with Not proceeding for candidates who leave the process. Use one task per candidate and move it through the stages as recruitment progresses.
Production example: Scoped → Designed → Built → Testing → Complete, with Cancelled for work that will not proceed. Use one task per deliverable, and choose colours that make its current stage easy to recognise.
Save the workflow
Select Create Workflow. This saves the workflow for use on projects; it does not automatically change an existing project or move its tasks.
Choose the workflow for a project
Open Projects and select the project’s three-dot menu, then Change workflow. In Select new workflow, choose the workflow you created. You can also choose Default to return to New, In Progress, Done and Cancelled.
Map existing tasks before changing
For every current stage, choose where its tasks should go in the new workflow. Review each suggested mapping rather than assuming stages with different names mean the same thing. All tasks in a current stage move together to its selected destination; multiple current stages can share a destination.
For the CRM example, map New → Identified, In Progress → Approached, Done → Closed and Cancelled → Lost. If some In Progress opportunities are already in negotiation, move those individual tasks to Negotiation after the change.
Check the New workflow stages preview, then select Change Workflow to apply the mapping. Select Cancel if you are not ready. You do not need to delete or recreate the existing tasks.
Use the new stages
Open the project’s Kanban tab to see its new columns. Drag each task to the appropriate stage as work progresses, or change its stage from the task’s detail panel. Check a few existing tasks after migration to confirm they are in the right place. Custom stage colours also appear on their calendar task cards.
Update an existing workflow safely
Return to Settings → Workflows, select the workflow’s edit button, make your changes and select Save Changes. Remember that editing a shared workflow can affect every project using it.
If you add or remove stages, Confirm workflow changes asks where existing tasks should go. Map each removed stage to a remaining stage. For a new stage, choose whether to move tasks from an existing stage or Keep tasks where they are.
Review those choices, then select Save workflow. Use Back to editing to revise the stages instead. Renaming a stage or changing its colour does not require moving its tasks to another stage.
Alternative: use subtasks
You can achieve a similar structure using subtasks to separate the steps or components needed to complete a parent task. For example, a hiring parent task could have subtasks for screening, interviews and reference checks. This keeps the work organised without creating a custom workflow.