Workflows move through five built-in statuses: Not started, Ready to start, In progress, Completed, and Cancelled.

  1. Open the workflow.
  2. On the Details tab, find the Status section in the sidebar (or click the current status badge in the workspace bar).
  3. Pick the new status from the dropdown.
  4. If your organisation has configured custom sub-statuses for this service, pick one as well (e.g. "Awaiting client documents", "In review", "Submitted to authority").

The status updates immediately. Status changes are recorded in the workflow's activity log, are visible to anyone watching the workflow, and feed into the Workflow Status and Workflow Completion reports.

Sub-statuses let you express richer progress states inside one of the five top-level statuses — handy for tracking real-world handoffs without inventing a new top-level status for each one. Configure them in Settings > Workflow Status. Sub-statuses can be tied to a specific service, so only relevant options appear for each workflow.

Tip: Once a workflow is Completed, it is locked from further edits in the workspace. To resume work, change the status back to In progress — your time, comments, and items are all preserved.