Workflow Stages

Create custom workflow pipelines for different project types and teams.

Overview

Workflow stages define the Kanban columns that organize tasks in projects. Each project can use a workflow template, and you can create multiple workflows for different project types.

Tip: Default workflows are created automatically when you install the plugin. Customize them to match your team's process.

Default Workflows

Agency OS AI includes several pre-built workflow templates:

Agency Project Workflow

Backlog

Tasks ready to be started

To Do

Tasks planned for current sprint

In Progress

Currently being worked on

Review

Awaiting client or team review

Complete

Finished and approved

Support Ticket Workflow

New

Newly submitted tickets

Open

Being worked on

Pending

Waiting for customer response

Solved

Issue resolved

Creating Custom Workflows

  1. Navigate to Agency OS → Workflow Stages
  2. Click New Workflow
  3. Enter workflow details:
    • Name - Descriptive name (e.g., "Web Design Process")
    • Description - What this workflow is for
    • Type - Project or Ticket workflow
  4. Add stages by clicking Add Stage
  5. For each stage:
    • Name - Stage title
    • Color - Choose display color
    • Order - Position in pipeline
  6. Click Save Workflow

Workflow Fields

Field Type Description
name string Workflow name
description string Workflow description
type enum project, ticket
is_default boolean Default for new projects
stages array Ordered list of stages

Stage Fields

Field Type Description
name string Stage name
color string Hex color code
order integer Sort order position
slug string URL-safe identifier
task_count integer Number of tasks in stage

Assigning Workflows to Projects

When creating or editing a project:

  1. Scroll to Workflow Settings
  2. Select a workflow from the dropdown
  3. Stages automatically populate the Kanban board
PUT /wp-json/agency-os-ai/v1/projects/{id} { "workflow_id": 3 }

Stage Actions

Action Description
Add Stage Insert new stage in pipeline
Reorder Drag to change stage order
Rename Change stage name
Change Color Update display color
Archive Archive workflow (cannot delete if tasks exist)

Best Practices

  • Limit Stages - 4-6 stages work best for most teams
  • Clear Names - Use descriptive, action-oriented names
  • Consistent Colors - Same stage types should have same colors
  • Use Templates - Create workflow templates for common project types

API Endpoints

GET /wp-json/agency-os-ai/v1/workflows

List all workflows with their stages.

GET /wp-json/agency-os-ai/v1/workflows/{id}/stages

Get stages for a specific workflow.

Related Documentation