Configure a status workflow

A workflow defines the phases of work and the action an item’s check button performs.

Owners and Admins can configure it while online. Free supports up to two statuses; Pro supports unlimited statuses and configurable completion transitions.

Open the workflow

1. Open Project settings → Fields → Status workflow.
2. Review each status’s name, color, type, and check action.
3. Adjust the settings you need. Changes save as you work.

Every project needs at least one Active status. A Complete status is optional. New projects start with To do (Active) and Done (Complete).

Choose status types

• Active means work still needs attention.
• Complete means the item is finished.

Names such as “Blocked,” “Done,” or “Closed” do not determine completion by themselves. Changing a status’s type affects all items in that status and which view they appear in.

Configure check actions

On Pro, choose the action for checking an item in each status: move it to a selected status or move it to Trash. The default To do action moves to Done. A workflow may have intermediate transitions, so checking an item need not finish it immediately.

Keep the action consistent with what people expect from the status. For recurring work, review when a successor is created.

Order and remove statuses

The configured order controls status choices and Sort → Status first to last or Status last to first. The first Active status is used for new items and recurring follow-ups.

Removing a status moves its existing items to the system-selected fallback status. Review affected work afterward. Do not remove a status merely to hide its grid column; use Visible columns instead.

After a downgrade, existing statuses and their items are preserved. If there are more than two statuses, you can continue using them and progressively remove statuses, but cannot add or make other non-reducing workflow edits until within the Free limit or back on Pro.