Understanding Task States and Workflows

Loomstack’s flexible state system allows you to define how work moves through your process. Unlike rigid tools, you can customize states to match your exact workflow.

Default Task States

Every new project comes with these default states:

Backlog - Ideas and planned work
To Do - Ready to start work
In Progress - Currently being worked on
In Review - Awaiting feedback or approval
Done - Completed work

Creating Custom States

Navigate to Project Settings > Workflows to:

Click + Add State
Name your state (e.g., “Blocked”, “On Hold”)
Assign a color for visual clarity
Set as “in progress” state if work is happening

Workflow Automation

Set up automatic transitions by going to Settings > Automation:

When: Task due date is today
Then: Move to "In Progress" and notify assignee

Common automation examples:

Auto-archive completed tasks after 30 days
Escalate overdue tasks to high priority
Move stalled tasks back to review
Notify project lead when blocking task is created

Status Updates and Reports

Use Workflows > Reports to see:

Tasks by state (breakdown view)
Cycle time per state
Bottleneck analysis
Team member workload distribution

Best Practices

Keep your workflow simple initially, add states as needed
Use descriptive state names that your team understands
Set up automation for repetitive transitions
Review workflow metrics weekly to identify improvements

Your workflow should reflect how your team actually works, not the other way around.