Add custom status, workflow and feature types

Guide your team through your preferred product management processes — from ideation to product launch — by creating custom workflows, statuses, and feature types. 

Aha! is designed to fit any product management or change management workflow. These include software, hardware, IT infrastructure, and custom development services. While most teams follow similar frameworks, workflow details are different. By default, Aha! comes with a general purpose software workflow. You can easily configure workflows, statuses, and feature types to align with your own process. 

You need to be an Aha! Administrator to create custom workflows. However, once custom workflows have been set up, Product Owners can select the ones they wish to use for their given product.

Create a custom workflow
An Aha! workflow is the set of statuses and transitions that a goal, initiative, release, master feature, feature, requirement, or idea may move through during its lifecycle. You can also customize the feature types for each feature workflow. 

You can use the default workflow or create your own to guide users through your best practice processes. To customize your workflow, go to Settings > Account > Configure feature types, statuses, and workflows


Aha! is configured with a built-in, default workflow for initiatives, goals, releases, features, and ideas. When you click the Add workflow dropdown, you can select which type of record workflow you wish to customize. This will create a new copy of the built-in default workflow. You can customize the status names, status categories, status colors, and transition buttons.

Status categories

Status categories have a special purpose in Aha!

  • Only statuses that are in a status category will be published or trigger email notifications for public and private ideas portals.
  • Promoting an idea to a feature will automatically change the idea status to the first status in the status category In progress
  • Shipping a feature triggers the idea status to change to the first status in the status category Shipped
  • When a release is shipped, all features which are not Done, Shipped, or Will not do will be moved to another release. Any features which are Done will be changed to Shipped


Transition buttons

Transition buttons (highlighted below in the red box) are presented to help users follow a predefined workflow. The name of the transition will be used on a button for moving between states, so it should be a verb phrase such as "Start designing" or acknowledge the completion of a step in your flow "Requirements completed."


Custom status
Status represents where your release, feature, or idea is in relation to your workflow. You can now completely build your own statuses. You can even configure them to map to other third-party tools — like your bug tracking system — that you might have integrated Aha! with. Statuses help you stay on track and keep the team up-to-date on how your work is progressing.Aha-update-workflow-status.png

Set default workflows for each record type

Once your customized workflows are configured, navigate to Settings > Product > Product: Configure feature types, statuses, and workflows. To change your account’s default workflows assigned to new products, select the Change default settings button on the custom workflow that you want to use.

The default workflows you set are automatically applied when new product lines and products are created. Note that the updated default workflows are only applied to newly added products — they are not applied to existing ones, which would need to be updated individually.

Assign a custom workflow to a product

Every product can have its own custom workflow for goals, initiatives, releases, master features, features, requirements, and ideas. Upon creating a custom workflow, you must select it for the product(s) you want it to apply to. You can also use the default options. If creating a custom workflow, assign it a name other than default to avoid potential confusion with the Aha! provided default workflows. 

Workflows for everything except ideas are assigned in Settings > Product > Product: Configure. This is a product-specific setting and cannot be applied at the product-line level, so be sure to select the desired product in the product dropdown. Idea workflows are assigned in the Ideas: Configure section of your product settings under the Ideas subsection. Click on the Update ideas workflow button and select the new workflow to be applied. You will then be prompted to map current statuses to new statuses.  


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