Workflow is an assortment of statuses, which are used to track the progress of an item. Each Project item follows a workflow that is defined per item type.

You can use provided built-in workflows for your project or define your own workflow. Your defined workflow scheme is reusable by other projects of your organization.

To track an item workflow, basic statuses are divided into three categories:

  • Todo
  • In Progress
  • Done

Using the Workflow, you can create new statuses under the provided three main categories. These statuses are customizable. You can add, edit and delete them. These new statuses can be used within the workflow and hence by all projects following the same scheme. A workflow scheme is associated with one or multiple Projects. Built-in workflow schemes are readily available to use.

List of Built-in workflows:

Each project and team have different needs and constraints. Built-in workflows are defined to help you start working easily. You can still edit these workflows and modify them according to your needs. Built-in workflows cannot be deleted though.

  1. Default Scheme – defined statuses are kept generic and commonly used in tracking project progress.
  2. Software Development Workflow – statuses defined according to commonly used terms in software projects.
  3. Simplified Software Development – suitable for the teams who want to use a simplified structure for tracking item progress.
  4. Support and Maintenance Workflow – contains a built-in set of statuses for tracking customer tickets and following item progress.
  5. Business Management – to follow progress of a project related to business processes

To access Workflow configurations:

Note: Complete access to Workflow Scheme needs Super Admin rights. A Project Admin can update that particular project workflow.

1. Create Workflow Scheme

On Configuration pages, click on Create Workflow button. A popup will open where you can add a workflow using any of three ways:

1.1 Create Workflow Scheme
1.2 Import from Existing Scheme
1.3 Import Workflow from CSV file

1.1 Create Workflow Scheme

To create a workflow scheme from scratch, where no status is predefined. Enter the following details on New Workflow page.

  • Enter a Title of the Scheme.
  • Enter a Description of the Scheme.
  • The Add Status button is used to add a new status. You can add statuses for Issues, User Stories, Tasks, Releases, Sprints and Epics by pressing the Add Status button corresponding to the item. Once you press the button, you will be required to give a status label and choose the category in which to place the status. Press the Add button to add the status.
Add-Status

First status added in one category is considered as default status of that category. The default status is marked with (Tick) icon. You can switch another status of the same category as default, by clicking on the status eclipse Eclipse-Icon icon > Set Default.

You can add max. 25 statuses under each status category of each item type. Once you have added all the needed statuses, press Save & Close button from top right corner.

1.2 Import from Existing Scheme

You can also reuse an already existing scheme available within your organization/company and after successful import, make changes in it. This is useful, when you want to make changes in a workflow that is already associated with multiple projects and changes are only needed for one project.

In order to import an existing scheme, click on the highlighted Import drop-down and select “Import from Existing Scheme”. Select Scheme from the drop-down and click Import. While selecting a scheme, you can choose any of built-in schemes too. All status will be copied in your scheme. You can then add, edit and delete the statuses to your own liking.

Note: You can make changes (edit, delete and rename statuses) in the Workflow Scheme after importing it from any of the existing schemes.
import-workflow-Scheme

1.3 Import from CSV file

Yodiz offers to create a Workflow Scheme using comma-separated value (CSV) file. This way, you can define a workflow scheme on a file and import will create these statuses in Yodiz.

In order to import the CSV file, go to ‘Create Workflow” and choose “Import from CSV File” from the drop-down. After clicking on Import from CSV file option, a mini popup will appear asking to Upload the CSV file. Once the CSV file is uploaded according to the Workflow Template, enter the Title of Workflow and make desired changes to it on the go (if any). Click on Save & Close.

Related: Format of CSV and Import Method

Note: Use Workflow Template to ensure CSV data format. Do not change the header of provided CSV file.
upload-workflow-Scheme
Note: Workflow Scheme of API imported projects are migrated as it is except in case of Axosoft (Mapping customization is provided in the case of Axosoft).

2. Working with Workflow

Using the “Workflow” you can create new statuses under the provided three main categories. These statuses are customizable, you can add, edit and delete a status as well. You can further arrange these statuses in different panels/columns of a board by using Board Layout Editor. These new statuses can be used throughout Yodiz, by reusing the same workflow or importing the existing workflow into the new workflow. A workflow scheme can also be associated with multiple projects.

New Statuses can also be added to an existing Workflow Scheme. Each Item type can have a total of 25 statuses across three categories.

2.1 Handling Workflow Configuration

In Workflow Scheme Configurations, you can add, edit and delete a status. A scheme can be used by more than one project. Changes in workflow configurations will impact all boards that are associated with the workflow. In order to access Workflow scheme, follow the navigation below:

Once landed, you can create a new status or click on the edit Editor-Icon icon provided at the extreme right of your Workflow Scheme. We are selecting Default Scheme in this case.

Note: Only Super Admin can have access to Workflow configurations/listing screen.
Create-workflow

2.1.1 Add New Status

Each item type has its own option to Add Status. For example, click on Add Status button in Issues tab. A mini pop-up will open asking to fill in essential details.

Add-Status

A new status in the workflow will be added to all boards that are following it. The new status will be placed under the unmapped column of the board layout editor. You can use it in your existing boards by mapping it to the board panels. To use new status in a board, select board > Settings > Customize Cards & Panels.

2.1.2 Edit or Delete existing status

Changing or deleting an existing status will impact all items that have the same current status. This operation is irreversible and it might affect your board configurations. It is advised to export your project data beforehand to secure your existing data. You can import the same data later, if needed.

To edit or delete a status, click on its eclipse icon > Edit/Delete. Renaming a status will update its name in all associated projects using the same scheme. Deleting a status would need mapping the selected status with another status of the same status category. After successful deletion of the status, all project items with “deleted” status will have the mapped status now.

2.2 Using Board Layout Editor

Each Yodiz board layout follows a workflow. Statuses are defined in the workflow, but you can further arrange these statuses in different panels/columns of a board by using Board Layout Editor (customize cards and panels). If you do not want to use a status in your board, then simply place it under the unmapped column. Changes in a board layout will impact all boards that are following the same board layout.

In order to access Board Layout Editor, open the respective board and follow the navigation:

A popup will open giving you the ability to Add Status to Unmapped Status section. You can add new status to your Workflow Scheme and set its category at the same time.

add-status-in-board-layout-editor
Note: “Add Status” option is only accessible for Super Admin. Access to Board Layout Editor is handled under individual user global permission.

Once you add the Status in one of the categories of Unmapped Status. Drag it to the desired panel for status mapping.

A user cannot edit or delete a status via Board Layout Editor. Deleting a status on a board will only hide the status from that board. You can still see such status under Unmapped column of layout editor.

3. Associate Workflow to a Project

Workflow can be associated with a project via two methods.

3.1 Associate upon Project Creation
3.2 Switch Workflow Scheme in Project Settings

3.1. Associate upon Project Creation

A Workflow must be associated with a project. You are required to select a Workflow Scheme in Step 2 while creating a Project. You can click on the “View Scheme” to preview associated scheme and make changes (add, delete, rename) in the Workflow Scheme on the go. However, Edit Default Scheme option would only be visible to “Super Admin”.

3.2 Switch Workflow Scheme

You can edit and even switch workflow scheme once the project is already created. Switching workflow to another scheme needs admin rights. Follow the guidelines below.

Workflow Scheme associated with the selected project will be shown. You can view the currently associated workflow Scheme under Manage workflow Scheme Tab.

switch-workflow-scheme

Click on Switch Workflow in order to change Workflow from the current Scheme to your desired one. A pop-up will open asking you to select the workflow scheme. Select another existing scheme from the drop-down list of available Schemes. Click on Associate button.

associate-workflow-scheme-to-project

Next step is to map status workflow which is explained in next step. Note: associating to another workflow will reset project graph values according to your new workflow settings.

3.2.1 Map Workflow

In this step, you have to map existing status workflow into a new workflow. Mapping is needed for all item types.

associate-workflow-scheme-to-project-2ndpage
Note: Statuses from “Source Workflow” can only be mapped against same category status in “Desired Workflow”.

Click on Done and you will be shown a confirmation popup screen. Click on Start Process to work with the new Workflow Scheme.

associate-workflow-scheme-to-project-start-process

Items will be updated according to your selected customized mapping. Wait for the new Workflow association to complete. You will be notified of switching workflow scheme success with the update details.

Note: Project users will be unable to make any changes to data, while Workflow switching is in progress. Users are also notified about it in form of an obtrusive warning message.

4. Impact of changing a Status

There is varied impact of changing a Workflow scheme on a project and board configuration.

4.1 On the other Projects

If you make changes in one Workflow Scheme, all the projects associated with that Scheme will be impacted.

  • If you delete a Status from any category, you will be required to map a new Status, before deleting the original Status. This newly mapped status will now replace the deleted status for all associated projects.
  • Item Status based Reports, charts, and analytics will also be impacted.

4.2 On the Board Configuration

Since Board Configurations are totally dependent on the Workflow as a base point, changing project workflow scheme means that all the previous statuses you had, are moved into the Unmapped column. You will need to map panels for those statuses again.

5. Working with Workflow and User Rights

To create and update workflow scheme, needs permissions. A User with “Board Configurations” global permissions is able to make some changes in board layout.

Workflow Actions

Super Admin

Project Admin

User

Create Workflow Scheme

x

   

– Import Workflow scheme

x

   

Update Workflow Scheme

x

x

 

– Edit Workflow Scheme

x

x

 

– Edit Status Name

x

x

 

– Turn On/off “Status Reason”

x

x

 

– Turn On/off “Duplicate of”

x

x

 

Switch Workflow to different scheme

x

x

 

Customize Board Layout (Cards and Panels)

x

x

x

– Add Status

x

   

– Edit Status

x

x

x

– Delete Status from Panels

x

x

x

– Edit Status Scheme

x

   

–  Delete Status from board layout

x

x

x

– Set Board Sorting Order

x

x

x

– Set Board Type

x

x

x

–  Add/Edit a Panel

x

x

x

– Set Widget Color

x

x

x

– Set Default status for each Panel

x

x

x