Every Epic, Feature, and Story in Craft.io has a status. Statuses describe where a piece of work stands - from the moment it is added to your backlog to the moment it is shipped.
Getting your workflow right is foundational: statuses power your views, progress calculations, filters, and dev tool automation rules. Everything that tracks progress in Craft.io runs through this configuration.
Only admins can change your workflow and statuses.
Other members can view the settings page in read-only mode. If you need a change, ask a Workspace admin.
Understanding status categories
Every status in Craft.io belongs to one of four categories. These categories determine how a status behaves in views and progress calculations - not just how it is labeled.
Open - work that has not yet started
In progress - work that is actively being worked on
Done - work that is finished, such as "Dev done" or "Deployed"
Closed - the final category. It cannot be customized or removed, and it holds the Completed status by default
The first three categories are flexible. Within each one, you can create as many statuses as your workflow requires. For example, "In design", "Ready for dev", and "Dev in progress" can all sit under In progress, and "Dev done" and "Deployed" can both sit under Done.
You can rename the Open, In progress, and Done categories at any time.
Click Customize on the Workflow & statuses page.
The Closed category cannot be renamed.
To see how statuses and categories turn into progress, watch the walkthrough in how statuses drive progress.
Managing your statuses
Your Workspace starts with a default workflow, already mapped to the correct categories. Most teams adapt it over time rather than building from scratch. Nothing here is permanent - you can rename, recolor, reorder, add, or delete statuses whenever your process changes.
Follow these steps to open your workflow:
Open Workspace Settings
In the left navigation, under Statuses, select Workflow & statuses
Review the default statuses and customize them to match your team's workflow
Renaming, recoloring, and reordering
To rename - click the status name and type a new one
To recolor - click the colored circle next to the status name and select a new color
To reorder - drag the status to a new position
Changes apply immediately across your Workspace. Renaming a status does not affect any items already assigned to it. This includes Completed, which you can rename like any other status.
Adding a status
Follow these steps:
Open Workspace Settings → Statuses → Workflow & statuses
Click + Add Status at the bottom of the list
Name the status and assign a color
Select the category the status belongs to
Save the status
You can add as many statuses as your workflow requires within the Open, In progress, and Done categories.
Deleting a status
Craft.io never leaves an item without a status. If any items still use the status you are deleting, you choose a replacement first.
Follow these steps:
Click the trash icon next to the status you want to delete
In the Delete Status window, read how many items are connected to the status
Open the Move to Status dropdown and select the status those items should move to
Click Delete
The Closed category and the Completed status
Closed is the final status category in Craft.io.
It cannot be customized or removed, and every Workspace starts with the Completed status inside it.
Items in the Closed category are hidden by default across all views. This keeps your active views focused on work in progress. To view them, add a Status filter to any view and include the status in the Closed category (Completed by default) in the selection.
How statuses drive progress
Every status carries a completion percentage, shown in the Calculated progress column of the Workflow & statuses page.
By default, statuses in Open and In progress count as 0%, and statuses in Done and Closed count as 100%.
Admins can set the percentage for every status, so progress reflects how far along work really is. See Setting a completion percentage for each status.
If a status is in the wrong category or set to the wrong percentage, progress will not calculate accurately - and your Progress Dashboard will not reflect reality.
Statuses in Portfolios
Portfolios have their own workflow. Initiatives use a separate list of statuses, managed in Portfolio Settings → Statuses → Initiative Statuses.
The page works like the Workspace version, with the same four categories and the same Calculated progress column.
An Initiative workflow is usually broader than a delivery workflow. For example:
Open: Not started, Removed
In progress: Started, On track, At risk
Done: Done
Closed: Closed
Changing a Workspace status does not change your Portfolio statuses, and the other way around.
💡 Connected to Jira, Azure DevOps, or Linear? You can map dev tool statuses to Craft.io statuses, so they update automatically as your engineering team moves work. Status mapping is not configured by default. See Automate status updates from your dev tool for a full setup guide.
What comes next?
Your statuses are the foundation, but their real value comes when they stay in sync with the rest of your work.
Understand how status progress works
See how percentages roll up from Stories to Epics and Initiatives, and set your own. See Setting a completion percentage for each status.
Connect your dev tool statuses to Craft.io
Status changes in Jira, Azure DevOps, or Linear don't flow into Craft.io on their own. Set up status mapping to keep them in sync. To update a linked ticket from Craft.io, see Dev Status Editing.
Close the loop with your feedback submitters
Map work item statuses to customer-facing updates in your Feedback Portal, so submitters are notified when their request ships. See Feedback status automations. For the difference between customer and internal feedback statuses, see Core concepts - feedback items, companies, submitters, and statuses.
See your progress in one view
With statuses in place, the Progress Dashboard gives you a real-time picture of where work stands.
Need more guidance? 🙋 Our LIVE support team (bottom-right corner of your screen) replies to ANY question!