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This guide explains how to edit a Workflow, manage custom statuses, and delete a Workflow.
Required permission:
  • Edit Workflow
  • Delete Workflow

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Managing Custom Statuses

Status Mapping on each step is picked from a list of statuses defined for the Workflow. Each Workflow starts with a set of default statuses that come pre-loaded (such as Done, In Progress, Pending), and you can add your own custom statuses on top of them.

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Opening the Manage Status modal

Click Manage Status in the Create / Edit Workflow modal to open the status management modal.
Manage Status modal

Manage Status modal showing the current statuses and the input to add a new one

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Adding a custom status

  1. Enter the status name in the Add New Status field. The name must be between 1 and 50 characters.
  2. Click Add.
  3. The new status appears in the Current Statuses list and can immediately be picked in the Status Mapping dropdown on any step.

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Editing or removing a custom status

For statuses you added (not the default ones):
  • Use the edit (pencil) icon next to a custom status to rename it. Press Enter or click outside the field to save the change.
  • Use the trash icon next to a custom status to remove it from the Workflow.
Default statuses are locked — their edit and delete icons are hidden in the Manage Status modal. Only the custom statuses you added can be renamed or removed.

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Editing a Workflow

To modify an existing Workflow, click the pencil icon (Edit) on the row in the Workflow list. The Edit Workflow modal opens with the current values pre-filled.
Edit Workflow modal

Edit Workflow modal pre-filled with the Workflow’s current configuration

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What you can change

  • Workflow Name — rename the Workflow.
  • Flow on each step — switch the step to a different Flow.
  • Assignee on each step — add or remove the default assignee.
  • Status Mapping on each step — change which status the step maps to.
  • Field Configuration on each step — change default values or field mappings between steps.
  • Custom Statuses — add, rename, or remove statuses via Manage Status.

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What you cannot change

The number of steps in a Workflow cannot be changed once the Workflow has been created. Steps cannot be added or removed in the Edit modal — only the configuration of each existing step. If you need a different number of steps, create a new Workflow.
Step order also cannot be changed after creation.

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Saving changes

Click Submit to save the changes, or Cancel to discard them. Saved changes apply to the Workflow definition immediately, but already-created Activities continue to use the configuration that was active when they were created.

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Deleting a Workflow

To remove a Workflow, click the trash icon (Delete) on the row in the Workflow list.
Delete confirmation

Delete confirmation dialog before the Workflow is removed

A confirmation dialog appears showing the Workflow name and a warning that the action cannot be undone. Click Delete to confirm or Cancel to keep the Workflow.
A Workflow cannot be deleted while there are tasks (Activities) that still reference it. The system rejects the delete request and shows how many tasks are blocking the deletion. Complete or delete those Activities first, then try the delete again.
Once a Workflow is deleted it cannot be restored — re-create it manually if needed.

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Frequently Asked Questions

Q: Can I add or remove steps from an existing Workflow? A: No. The number of steps is fixed after creation. To change the step count, create a new Workflow with the structure you need. Q: Can I rename a custom status that is already in use on a step? A: Yes, you can rename the status from the Manage Status modal. After renaming, review the Status Mapping on every step and pick the renamed status again where needed — step-level Status Mapping references are not updated automatically when a status name changes. Q: Why does the delete button show an error about active tasks? A: The system blocks deletion when there are Activities still using the Workflow, to prevent leaving those Activities in an inconsistent state. Complete or delete the dependent Activities, then retry. Q: Will editing a Workflow change my existing Activities? A: No. Activities use the Workflow configuration captured at the time they were created. Edits to the Workflow apply only to Activities created after the change. Q: Can I duplicate an existing Workflow as a starting point? A: There is no built-in duplicate action. Create a new Workflow manually and reproduce the steps you need. Q: Can I delete a default status? A: No. Default statuses are locked — their edit and delete icons are hidden in the Manage Status modal. Only the custom statuses you added are editable or removable. Q: What’s the maximum length of a Workflow name? A: A Workflow name must be between 2 and 100 characters.