States
The workflow is firstly divided up into States. These are the labels that will appear on the workflow banner on the record. To add a State, go to the Settings right hand side panel and click Add New State. States have minimal configuration: a Name and Colour.
Additionally, states can be reordered directly within the side panel by dragging and dropping them to reflect your desired workflow structure.
To add a Stage, navigate to the State in which it will be grouped under and click the Add New Stage button.
Stages
States are then divided into stages, and these elements are where the logic can be set. Each state has a Properties tab (on the Stage Details side panel), allowing you to define the name and select a view. The selection of a view determines how the record appears and which fields are shown when in this state. A default view can be set on the Settings side panel, but this can be overridden per stage to allow for showing, hiding, and rearrangement of fields.
Stages, like states, are also reorderable within the side panel, making it easy to adjust the sequence to align with your workflow needs.
Disabling Calculations
Calculations may also be set to disabled on a particular stage or stages by switching on the Disable Calculations toggle. This will stop any calculations from running when the record enters that stage. This is useful for cancelled and archived states where you may wish to preserve the data.
Disabling FileSync
FileSync can be disabled for specific Workflow stages by enabling the Disable FileSync toggle. When this setting is turned on, automated syncing will pause when the record enters the selected stage(s).
This is particularly useful in scenarios such as:
- Archived or Inactive Records – Prevents further updates to preserve historical evidence.
- Cancelled Processes – Ensures that unnecessary file syncing does not occur for incomplete or discontinued records.
When a record transitions into a stage where FileSync is disabled, the integration remains connected, but no new files will sync until the record re-enters an active stage where FileSync is enabled.
Suggestion: Set up states and stages first so that the end goal of the workflow is visible before adding any transitions or logic.