Customise statuses and workflows

May not be enabled

Workflow customisationmay not be turned on for your workspace or plan. If you don't see it, contact your workspace admin.

A workflow defines the statuses a record type moves through and which moves are allowed between them. Belrald Assets ships sensible defaults, so change this only when your team’s real process differs — for example, when work orders need an “Awaiting parts” stage.

Every status sits in a category — a fixed system bucket like “in progress” or “closed”. Categories are what the rest of the product reasons about, so your custom status keeps working in dashboards and reports.

Build a workflow

1. Go to Settings → Workflows.
2. Choose the record type — work orders, maintenance requests, assets, vendors, locations, PM schedules, incidents, permits and more.
3. Start a new workflow, either from a preset or by copying an existing one.
4. Give it a name — up to 64 characters.
5. Add your statuses. Each needs a key in lowercase letters, digits and underscores (for example, awaiting_parts), a display name, and a category valid for that record type. Colour, icon and description are optional.
6. Mark one status per category as the default for that category.
7. Add the transitions — which status can move to which. If a move is not listed, nobody can make it.
8. Activate the workflow.

Note

A status key is permanent. Integrations and reports refer to it, so pick it carefully — you can rename the display name later, but not the key.

Caution

Activating replaces the workflow currently in use for that record type. Existing records keep their status, so make sure every status in use still exists in the new workflow — otherwise those records land somewhere you did not intend.

Rules to work within

• Up to 25 statuses per workflow. Past that, ask whether you need a label rather than a status.
• Reserved keys — archived, deleted, draft, system and null cannot be used as status keys.
• Large re-categorisations are blocked. Moving a status to a different category when it affects more than 50,000 records needs an owner to override it. Admins cannot force it through.

Adjust a live workflow

• Reorder statuses so boards read left to right the way work actually flows.
• Archive a status you have stopped using, and restore it if you need it back.
• Disable a transition to close off a shortcut without deleting the status.

Some of these run as background jobs on large workspaces. The change is applied when the job finishes.

What happens next

Every status change across the product is checked against the active workflow — in the web app, on mobile and through automation. A move you did not allow is rejected rather than silently applied.