In short: You will create a Workflow in three steps: choose its type (custom stages or linked to a product field), define its stages, then the tasks associated with each stage. You will also learn how to modify, duplicate and archive an existing path.
Prerequisites
Path configuration is restricted to Admin and Super Admin roles.
Access: Admin settings > Platform > Workflow.
Step 1: Access the configuration
Open the Settings and select Workflow in the Platform block. The page lists all existing paths as cards, with their name and number of stages. Click "+ New path" to open the guided creation modal.
Step 2: Choose the path type
The first step of the modal asks what the path is based on:
Custom stages (default): you freely define all the stages. Suited to internal processes with no equivalent in platform data: security review, contract renewal...
Linked to a product field: the last columns of the path are automatically derived from the values of a platform field. Suited when the outcome of the path is a value to set on the application, such as the Portfolio Strategy.
If you link the path to a field
Choose the field among the eligible ones: fields with finite values (single-select list or boolean), whether system fields or your organization's custom fields.
Define at least one free stage upstream: these stages host applications as long as the field is not set (for example Backlog, Evaluation).
The linked columns are generated automatically, one per field value, with the localized label of each value. A Kanban preview shows the sequence: free stages first, then linked columns.
A linked path cannot end with a free stage: every application that completes the path therefore sets a value for the field.
ℹ️ You cannot filter a field's values when creating a path. The alternative is to hide the irrelevant columns on the Paths page so that only the ones you care about are displayed.
Step 3: Define the stages
Name your stages and order them by drag and drop. The order of the Kanban columns follows the order defined here. A path always contains at least one stage.
For a path linked to a field, you only configure the free stages here: linked columns follow the field's values and update automatically if a value is added, renamed or recolored.
Step 4: Define the tasks of each stage
For each stage, add a list of tasks: mandatory label, optional description. Tasks guide the teams on what needs to be done at each stage (check GDPR compliance, contact the vendor...).
Tasks are never blocking: an application can change stage even if its tasks are not validated.
Confirm: the path is created and appears in the list, ready to receive applications.
Step 5: Manage an existing path
Click a path in the list to open its detail page. Each stage appears as a card with its number of tasks.
Reorder stages: drag and drop a stage card, the order is saved immediately.
Stage menu: Rename, Manage tasks, Delete. If you delete a stage that contains applications, they are moved to the first stage of the path, after a warning.
Path menu (from the list): Duplicate, Rename, Archive. Archiving requires confirmation: the path disappears from the Kanban selector and its references in Product Sheets are flagged as obsolete, but the history is preserved.
You can also change a path's type after creation (switch from custom stages to a linked path, or change the linked field). Enrolled applications reposition automatically and the modal tells you how many applications will change column before you confirm.
Rules to know
Moving a card to a linked column edits the product's field. This move is subject to the same permissions as editing the field from the Product Sheet: without edit rights, the move is disabled and a tooltip explains why.
No synchronization to maintain: an application's position in the linked columns derives directly from the field's value. Any change to the field elsewhere on the platform (Product Sheet, Apps Inventory, import) is reflected immediately in the Kanban.
If a field value is deleted, the applications that carried it return to their last remembered free stage.
If the linked field is deleted, the path is automatically archived and users are notified.
Use cases
Linked path: qualification with Portfolio Strategy
Goal: qualify shadow IT and end with a decision set on each application.
Configuration:
Type: linked to the Portfolio Strategy field
Free stages: Backlog → Evaluation → Decision
Generated linked columns: Invest, Tolerate, Migrate, Eliminate, Redirect, Block
Tasks on "Evaluation": check compliance, assess redundancy, estimate cost
Result: every application that completes the path carries a Portfolio Strategy, visible across the whole platform. No application leaves the path without a decision.
Custom path: contract renewal
Goal: manage contract deadlines with vendors.
Configuration:
Type: custom stages
Stages: 6-month deadline → Negotiation → Renewed / Terminated
Tasks on "Negotiation": analyze actual usage, compare offers, validate budget
Result: the Software Asset Manager tracks all deadlines in a single view and collaborates with Owners from the side panel.
Key takeaways
Two path types: custom stages, or linked to a product field (single-select list or boolean).
A linked path always ends with the field's columns: a decision is guaranteed at the end of the path.
Tasks guide without blocking; stages can be reordered by drag and drop at any time.
Archive rather than delete: history and references remain available.