Customize the issue workflow

Required role: Project Manager (or Organization Admin).

info

This depends on your plan. If the workflow editor isn't available, your project runs on the standard workflow — see Features gated by plan.

See the current workflow

1. Open the project's Settings and go to Workflow.
2. The overview shows every status in order and every transition between them.

Start here before changing anything — it's the fastest way to see where issues can and can't currently go.

Rename or recolor a status

1. Open the status in the workflow settings.
2. Change its name, color (a hex code such as #2E75B6), or description.
3. Save.

Result: the new name and color appear everywhere — issue lists, drawings, reports, dashboards.

note

Renaming a status doesn't change its type. A status named "Awaiting client sign-off" that is of type Validated still behaves as validation everywhere in Builddar.

Add a status

1. In workflow settings, select New Status.
2. Enter its name, color, and optional description.
3. Save.

Result: a new In Progress status is added to the project.

caution

You can only add statuses of type In Progress — the Open, Completed, Validated, and Rejected steps are system-defined. A project can hold at most 8 statuses in total.

Reorder statuses

Drag statuses into the order you want, or use the reorder action. The order controls how they read in pickers, lists, and reports — it does not decide what moves are allowed. That's what transitions are for.

Delete a status

1. Open the status and choose Delete.
2. Confirm.

Result: the status is removed, along with the transitions that referenced it.

caution

Two things block a delete:

• System-defined statuses (Open, Completed, Validated, Rejected) can never be deleted.
• A status that issues are currently in can't be deleted. Move those issues to another status first.

Create a transition

A transition is what makes a move possible.

1. In workflow settings, go to Transitions and select New Transition.
2. Choose the from status and the to status.
3. Set the conditions:
   • Requires a comment — the person must explain the change.
   • Requires an attachment — the issue must already have a photo or file.
   • Required date fields — for example, require the completion date on → Completed.
   • Allowed roles — Manager, Collaborator, Guest. Leave empty to allow any role that can change status.
4. Save.

Result: the move becomes available to the roles you allowed, once its conditions are met.

tip

Use requires attachment on the move into Completed. It forces the "after" photo, which is what makes validation possible without a second site visit.

Create several transitions at once

Wiring a full workflow one transition at a time is tedious. Use the bulk creation action to define several at once — for example, allowing every in-progress status to go back to Open.

Edit or delete a transition

1. Open the transition and choose Edit to change its conditions or allowed roles, or Delete to remove it.
2. Save or confirm.

Result: the change applies immediately. Deleting a transition makes that move impossible from now on; issues already in a status stay where they are.

Check your work

After editing, walk the flow once:

• Can a new issue reach a terminal status? If not, there's a missing transition.
• Can a Rejected issue get back into work? A rejection with no way back strands the issue.
• Does every role that needs to change status have at least one transition allowing it?

caution

Removing a transition can strand issues in a status they can't leave. Check the flow after each change — especially around Rejected.

Next steps

• Update an issue's status
• Workflow overview