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Intro to Status Workflows

Overview​

A Status Workflow defines how a task moves from start to finish in 5day.io.

It helps teams track progress using clear stages and statuses.

Each Status Workflow is created at the Workspace level and is organized into three stages:

  • New
  • In Progress
  • Done

Inside each stage, you can add multiple custom statuses (for example, Awaiting triage, Investigation, QA verified).

Once a workflow is ready, it can be used in projects either:

  • By Task Type, or
  • Common for all tasks in a project.

Example​

  • A Bug Workflow may include statuses like:
    • Newly logged, Awaiting triage, Investigation, Fix implementation, QA verified, Deployed
  • A Content Workflow may include statuses like:
    • Drafting, Internal review, Final review, Ready for upload, Done

Why is a Status Workflow Important?​

A Status Workflow helps your team stay aligned and avoid confusion.

  • Clear progress visibility

Everyone can quickly see what stage a task is in.

  • Better process control

Different teams can follow different workflows (bugs, content, sales, etc.).

  • Less manual coordination

Status updates communicate progress without constant follow-ups.

  • Consistent reporting

Filters, views, and dashboards work best when statuses are structured.

Key Features of Status Workflow​

1) Workspace-level workflows​

  • Status Workflows are created and managed at the Workspace level.
  • Projects can select and use Status Workflows that were created at the Workspace level.
  • If a project needs a new Status Workflow, it must be created in the Workspace first, and then selected in the project.

2) Standard stages with custom statuses​

  • Every workflow follows three stages: New, In Progress, Done.
  • You can add multiple statuses under each stage.

3) Color-coded statuses​

  • Each status can have its own color.
  • This makes statuses easier to scan in views.

4) Flexible project-level application​

In Project Settings → Customization → Status Workflow, you can choose:

  • By Task Type

Tasks follow the workflow mapped to their task type

(example: Bug task type → Bug Workflow)

  • Common for All Tasks

All tasks in the project follow one selected workflow