Change status for one specific workflow

[Ramona Kühlwein]

Hi,

I want to change my status "Backlog" to "Funnel" and "Selected for Development" to "Backlog", but only for ONE specific project.

In https://community.atlassian.com/t5/Jira-Software-questions/Changing-name-linked-status-in-existing-workflow-step/qaq-p/1174438 I have read, that I have to create a new status. After that I can delete "Backlog" from my project and it will not affect the other projects, is this correct?

Thanks for help.

[Walter Buggenhout · Accepted solution]

Hi @Ramona Kühlwein and welcome to the Community!

A key question to start from: is this project company managed or team managed? If the project is team managed, you can update the workflow without any concerns. It will not impact any other projects.

If the project is company managed, the workflow uses shared statuses, so in that cases you should not update status names, but - indeed - create a new status first. Then, update the workflow used in your project.

Caveat: workflows in company managed projects can be shared across multiple projects. And you may even find that you get blocked when trying to remove a status from an existing workflow as long as it's active (i.e. being used in a project).

The best way to proceed, is this:

1. Add a new status in Jira Administration > issues > Statuses
2. Make sure you know the name of the workflow used in your project (from project settings > workflows). Also check the name of the workflow scheme that is used to associate your workflow with your project.
3. Then, navigate to Jira Administration > Issues > Workflows and create a copy of the workflow.
4. Edit the copy you just created, add the new status, update your workflow transitions so they connect to the new status instead of the old one and remove the old status from your new workflow
5. Locate the workflow scheme that is connected to your project (make sure that it is not being used in other projects) and replace the old workflow with the new one.
6. Publish the changes to the workflow scheme

That should complete the update. After that, also check your project board(s) and specifically the columns section. Replace the old status with the new one, to make sure your issues having the new status still appear on the board.

Hope this helps!

[Linh Pham_Ricksoft_Inc]

Hi @Ramona Kühlwein and welcome to the community! 

Managing workflows is different between Team-managed and Company-managed projects, so make sure you check that first.

Then, you can refer to the documentation below: 

- Configure columns and statuses in your team-managed project

- Manage issue workflows (company-managed project)

Depends on the project type, the steps to update workflows will be different. For company-managed projects, changing a workflow status will affect the associated projects that have the shared workflow scheme.