Processes and Workflows (deprecated) | Targetprocess - Visual management software

Processes and Workflows (deprecated)

This article describes the processes and workflows setup for Targetprocess earlier than version 3.5.0. If you're using a newer version of Targetprocess, you should check the updated version of this article.

How do I set up a custom workflow

In TargetProcess we like to say that you don't need to change to fit a tool, instead you need the tool that fits your process. You can create your unique process workflow and benefit greatly from it. Let's see how it works.

Workflow is a sequence of states and transitions an entity needs to pass before it is done. States may vary depending on entity types, e.g. you might want a “Design” state for a User Story but not for a Bug. Each process can have a custom workflow, so if you need a “Code Review” state for just one of your projects, this can be done easily as these projects use different processes.

That's where you can set up your custom workflow: Settings → Processes → Your process → Workflow. First off, select an entity from the drop-down list.

That's how the default User Story workflow for Scrum looks in TargetProcess:


Example: let's say you have a lot of user stories in the “In Progress” state. As a Scrum Master you want to know what is going on: is it about developers pulling stories recklessly, or is it that the stories get stuck because your only QA guy cannot test that fast. A simple solution would be to add the “Coded” state and see where the bottleneck is (this approach works nicely if you use our Kanban Board).

So, go the User Story workflow for this process and click Add New State:


Note some essential options here:

  • Initial means this would be the first or default state of the entity. We already have Open as the initial state.
  • Planned is mostly used for the Kanban process as it affects Cycle Time. Also, User Stories and Bugs are not considered a “Work-in-Progress” on Kanban Board while they are in the initial or in the planned state.
  • Next States are available state transitions. In the example above, we allow transitions from Coded to any state.
  • Role specifies who will see this entity in their ToDo list (given the user is assigned to the entity). In our example, the developer is done with the coding, so it's a QA Engineer who should see the story in the to do's.

You might also want to make comments required when an entity is switched to this state. For example, developers can enter a build number or list the areas affected by the code change.

As you click Save, the state will be added. You can set the order of states by drag-and-drop, to put the “Coded” state where it should be. Then edit the “In Progress” state and check “Coded” as an available next state.

Now as you're done with the setup, remember to click Save Workflow.


Done is the final state in this workflow. Currently you can have only one final state, but we're looking to support multiple final states in the future.


You can set up almost ANY workflow for anything in TargetProcess. Let's take something totally unrelated to software development: making pizzas.

Here is the workflow that we've got:


Warning! Changing the Workflow in the middle of the Project is a potentially unsafe operation! Read more about it in advance!

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