Aha! Ideas | Statuses and workflows

An Aha! Ideas workflow is the set of statuses and transitions that an idea may move through during its lifecycle. You can customize your team's workflow by workspace so that Aha! Ideas mirrors how your team works best. You can also customize your team's record layouts, types, and statuses.

You will need to be an administrator with customization permissions to create a custom workflow at the account level. But any user with workspace owner permissions can apply created workflows to their workspace. They can also clone workflows to create a copy for themselves or edit existing workflows to make changes.

Click any of the following links to skip ahead:

Add a custom workflow

To add a custom workflow, navigate to Settings ⚙️ → Account → Statuses and workflows.

  • Click the Add workflow button to create a new workflow.

  • Click the Set defaults button to set default workflows.

Once you click Add workflow, the Create workflow builder will guide you through the process.

If you want to create a custom workflow from scratch, select Simple example. If you want to use a prebuilt example, select Product idea workflow, then click Create workflow.

You can customize your workflow once you have created it. Update the Name of the workflow and add an optional Description.

Next, select whether your workflow will be flexible or fixed.

  • Flexible workflows allow users to skip steps in the workflow and do not support approval gates. They are best suited for ideas workflows that do not follow the same steps in the same order every time.

  • Fixed workflows do not allow users to skip workflow steps and support approval gates. They are best suited for ideas workflows that need to be consistent.

Note: If you choose to create a fixed workflow, you will also see the option to Restrict approval changes. When selected, only administrators with customization permissions will be allowed to edit or delete approval to-dos created by the workflow.


Set default workflows

You can set a default ideas workflow for your account by clicking Set defaults.

From the modal, select the ideas workflow you want to be the default.

Once set, the workflow you select will be the default workflow the next time someone creates a new workspace. Aha! Ideas administrators can use this setting to drive consistency across workspaces in their account. Workspace owners can change the default workflows if they need to.


Add custom statuses

There are two ways to add custom statuses. You can edit the workflow's example statuses to reflect your processes. Or you can delete the example statuses and create new ones by clicking Add status.


Choose status categories

Status categories in Aha! Ideas help you automate certain displays and actions.

When you add a new status or edit an existing status, you will be able to choose the status category that best matches. You can have multiple custom statuses that have the same status category. For example, Review and Discussion statuses might both be part of the In progress status category for an idea. If the status does not match one of the category options, leave it blank.

There are some considerations when choosing status categories for ideas:

  • When a user adds a new idea, the idea defaults to the first status that has not been assigned to a status category. These appear in order from top to bottom — you can drag statuses to reorder.

  • Only statuses that are in a status category will be published to or trigger email notifications from public and private ideas portals.


Set transition buttons

Transition buttons help Aha! Ideas users follow a predefined workflow. To add transitions between two statuses, click the + icon in the Transition buttons column beneath the first status. Then you can choose how the statuses should flow and add a name for the transition button.

If you want to add approval gates to your transitions — so that a record will need formal approval before it can move to the next status — you will want to read more about workflow approvals.

The name of the transition appears on the button for moving between states, so choose an action phrase, such as "Start review." It is also helpful to acknowledge the completion of a step in your flow, such as "Review complete."


Apply a custom ideas workflow

Idea workflows are assigned in Settings ⚙️ → Workspace → Ideas → Configure. Click on the Edit ideas workflow button and select the new workflow to be applied. You will then be prompted to map current statuses to new statuses.

After your ideas workflow is updated, you can also decide which statuses show in your ideas portal. Go to Settings ⚙️ → Account → Configure statuses and workflows. Select your workflow and you will see a column that indicates whether the status is visible on your portal or not.

To show a status in your ideas portal, click on the status and check the Show in ideas portal option.


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