Customise statuses and workflows

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Workflow customisation may 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 “done”. Categories are what the rest of the product reasons about, so your custom status keeps working in dashboards and reports.

Build a workflow

Every record type already has a workflow. Belrald Assets seeds a default one for work orders, maintenance requests, assets, vendors, locations and PM schedules, and marks it active out of the box — so most of the time you are adjusting the workflow that’s already running, not building one from nothing.

Go to Settings → Workflows and pick a record type. What you see next depends on whether that record type already has a workflow.

Adjust the active workflow (the usual case)

If the record type already has a workflow — the header shows its name with · active, and you land on the Statuses tab — work directly on it.

Each record type’s page has three tabs: Statuses, Transitions and Preview.

1. On the Statuses tab, select New status. Give it:
   • a key — up to 48 characters, starting with a lowercase letter, then lowercase letters, digits and underscores (for example, awaiting_parts). This is permanent;
   • a display name;
   • a category — one of the fixed buckets for that record type (Maintenance Requests, for instance, has Submitted, Under review, Promoted, In progress, On hold, Resolved and Rejected). Colour, icon and description are optional.
2. Statuses are grouped under their category. One status per category is the default — shown by a default badge. To change it, use the status row’s ⋯ menu → Set as default.
3. Open the Transitions tab and add the moves — which status can go to which. If a move is not listed, nobody can make it.
4. Check the Preview tab to see how your statuses and transitions will render — status pills, category badges, the live transition menu and the confirmation sheet.

Seeded statuses are marked system (a small lock). You can rename, recolour, reorder and archive them, but you cannot delete a system status.

Note

Statuses can be changed by Owners and Admins. Transitions are Owners only — Admins see that tab in read-only mode.

Start from a preset (first run only)

If a record type has no workflow at all, the page opens on Start from a sector preset instead. You will rarely see this: Belrald Assets seeds a workflow the first time a record type is used, so by the time you open Settings → Workflows one is usually already there.

If you do land on it:

1. Pick a preset card, or Start from blank for one status per category. Which presets you are offered depends on the record type.
2. Give the new workflow a name — up to 64 characters — and select Create. It becomes the active workflow straight away.
3. Add and arrange statuses and transitions as above.

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.

Note

Each record type has a single workflow, and you adjust it in place. There is no second workflow to build and switch between.

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.