Managing Workflow Status
Complete, archive, and manage the lifecycle of your workflows.
Managing Workflow Status
Workflows move through various statuses during their lifecycle. This guide covers how to manage workflow status, complete workflows, and handle special situations.
Workflow Statuses
| Status | Meaning | Actions Available |
|---|---|---|
| Draft | Being created, not started | Edit, Activate, Delete |
| Active | Work in progress | Edit, Complete, Hold, Cancel |
| On Hold | Temporarily paused | Resume, Cancel |
| Completed | All work finished | Archive, Reopen |
| Cancelled | Stopped permanently | Archive, Delete |
Status Transitions
Valid status changes:
Draft → Active (Activate)
Active → Completed (Complete)
Active → On Hold (Pause)
Active → Cancelled (Cancel)
On Hold → Active (Resume)
On Hold → Cancelled (Cancel)
Completed → Active (Reopen)Activating a Workflow
Start a draft workflow:
Review the Workflow
Ensure all tasks are defined and assigned.
Click "Activate"
Found in the workflow header or actions menu.
Confirm Start
Acknowledge that notifications will be sent.
Workflow Becomes Active
Tasks can now be worked on.
What Happens on Activation
- Status changes to "Active"
- Assignees are notified
- Tasks with no dependencies become workable
- Workflow appears in active views
- Progress tracking begins
Completing a Workflow
Automatic Completion
Workflows can auto-complete when:
- All tasks are marked complete
- Configured for automatic completion
- No pending approvals or reviews
Manual Completion
To manually complete:
Verify All Tasks
Check that all tasks are finished (or skipped with reason).
Click "Complete Workflow"
Found in workflow actions.
Add Completion Notes
Document any final remarks or summary.
Confirm Completion
Workflow status changes to Completed.
Completion Effects
When a workflow completes:
- Status changes to "Completed"
- Linked gaps can be resolved
- Linked risks can be updated
- Completion is logged
- Team is notified
Completing a workflow doesn't automatically resolve linked gaps. You must confirm gap resolution separately or configure auto-resolution.
Linking to Gap Resolution
Automatic Gap Updates
Configure gaps to update when workflow completes:
- Open workflow settings
- Enable "Auto-resolve gaps on completion"
- Select which gaps to resolve
- When workflow completes, gaps update
Manual Gap Resolution
After workflow completion:
- Navigate to linked gaps
- Update status to "Resolved"
- Reference the completed workflow
- Add resolution evidence
Putting Workflows On Hold
Pause active work temporarily:
Click "Put On Hold"
Found in workflow actions.
Provide Reason
Document why the workflow is paused.
Set Expected Resume Date
When work should restart (optional).
Confirm Hold
Workflow is paused.
When to Use Hold
- Waiting for external dependency
- Resource temporarily unavailable
- Priority shifted to other work
- Clarification needed before continuing
- Seasonal pause (e.g., year-end freeze)
Hold Effects
- Tasks cannot be completed
- Progress is frozen
- Workflow moves out of active views
- Team is notified of pause
Resuming a Held Workflow
Open the Held Workflow
Find in "On Hold" filter.
Click "Resume"
Restarts the workflow.
Add Resume Notes
Document what changed or resolved.
Workflow Becomes Active
Work can continue.
Cancelling a Workflow
Stop a workflow permanently:
Click "Cancel Workflow"
Found in workflow actions.
Provide Cancellation Reason
Required documentation.
Confirm Cancellation
This action is significant.
Workflow is Cancelled
Cannot be continued.
When to Cancel
- Requirements changed significantly
- Gap or risk no longer relevant
- Duplicate of another workflow
- Approach proved incorrect
- Organization change made it obsolete
Cancellation is significant. Ensure you really want to stop the workflow. Consider "On Hold" if the pause might be temporary.
Cancellation Effects
- Status changes to "Cancelled"
- All incomplete tasks are abandoned
- Linked gaps remain unresolved
- Cancellation is logged
- Workflow moves to archive-eligible
Reopening Completed Workflows
If work needs to continue after completion:
Open the Completed Workflow
Find in "Completed" filter.
Click "Reopen"
Returns workflow to active state.
Provide Reason
Document why reopening is needed.
Workflow Becomes Active
Can add tasks and continue work.
Reopen Scenarios
- Additional work discovered
- Quality review found issues
- Scope expanded after completion
- Evidence needed updating
Archiving Workflows
Move old workflows out of active views:
What Gets Archived
- Completed workflows after a period
- Cancelled workflows
- Any workflow you choose to archive
Archiving Process
- Open the workflow
- Click "Archive"
- Confirm archival
- Workflow moves to Archive
Accessing Archived Workflows
- Go to Workflows
- Change filter to "Archived"
- Browse and search archived items
- Open any archived workflow
Unarchiving
To bring a workflow back:
- Open the archived workflow
- Click "Unarchive"
- Workflow returns to regular views
Bulk Status Management
Manage multiple workflows at once:
Select Workflows
Check boxes next to multiple workflows.
Click Bulk Actions
Opens action menu.
Choose Action
- Archive selected
- Put on hold
- Cancel (with caution)
Confirm
Action applies to all selected.
Status Reporting
Status Summary
View status distribution:
- Dashboard shows active counts
- Workflow page shows status breakdown
- Reports include status metrics
Status History
Each workflow tracks:
- All status changes
- Who made changes
- When changes occurred
- Reasons provided
Notifications
Status Change Notifications
Team members are notified when:
- Workflow is activated (assignees)
- Workflow is completed (all involved)
- Workflow is put on hold (all involved)
- Workflow is cancelled (all involved)
Configuring Notifications
Adjust in Settings > Notifications:
- Which status changes to receive
- Email vs. in-app
- Immediate vs. digest
Common Questions
Can I delete a workflow?
- Drafts: Yes, can be deleted
- Active: No, must cancel first
- Completed: No, archive instead
- Cancelled: Yes, after archiving
What happens to incomplete tasks when completing?
Incomplete tasks remain incomplete. You should either:
- Complete all tasks first
- Mark tasks as skipped with reason
- Leave them (not recommended)
How long before workflows auto-archive?
Depends on settings:
- Default: 30 days after completion
- Configurable per organization
- Can be disabled for manual archiving
Can others change workflow status?
- Owners: Can change any status
- Admins: Can change any status
- Team members: Limited to task completion
- Viewers: Cannot change status
Next Steps
- Tasks - Manage individual tasks
- Viewing Workflows - Find workflows
- Compliance Gaps - Resolve gaps