A workflow defines the statuses a project or tag moves through, who can move it, and what must be true before it moves. Each Kaizen or EWO project type can have its own workflow.
Who can do this: admins.
1. Create the workflow
Open the module menu (the grid icon next to the LeanSuite logo) and go to Workflow → Add New.
Choose the module (for example Kaizen, EWO, Tag, Best Practice or KPI) and the project type it applies to.
Name it, for example "Quick Win Workflow".
Optionally, make it apply across all facilities in your workspace.
Click Submit.
The All Workflow page lists your workflows as cards. Each card shows the module, the level (Facility or Workspace), the number of statuses in To Do, In Progress and Done, and the number of rules.
Use Search workflows, All Modules and All Levels to find a workflow, and the pencil or bin icons to edit or delete it.
2. Set up statuses
Every workflow starts with To Do → In Progress → Done. Statuses are grouped by color: gray is to do, yellow is in progress, and green is done.
Rename a status: click it, change the name, then click Update. For example, rename To Do to "Proposal".
Add a status: click Add on a group, for example to add "Pending Approval" or "Pending Validation".
Choose whether items can be edited in each status, or are locked.
3. Connect statuses with transitions
Click Transition.
Choose the From and To statuses.
Name the transition, for example "Approve proposal".
Add send-back transitions where needed, for example Pending Approval → Proposal, so the submitter can revise.
Delete any transitions you don't want.
4. Add rules to a transition
Click the transition arrow, then Add rule. Rules have three parts:
Who can move it (required): the submitter, reporter, assignee or members; named users; or a role.
When it can move: fields that must be filled first, for example due date, KPI, or hard savings greater than 0.
What happens after: update a field automatically (for example, set Saving status to Active or Complete) or send a notification.
Important: if no one is allowed to move an item, items get stuck.
Tip: use roles such as "CI Engineer" in rules. Anyone added to the role later gets the same permissions automatically.
5. Automatic workflow selection
Users never pick a workflow. Under the workflow's Preferences, set the conditions it applies to, such as project type or pillar, and LeanSuite chooses the right one.
Convert an EWO or Tag into a Kaizen
Add a module transition from a Done status into the Kaizen module. The original EWO or Tag is kept and linked to the new Kaizen.
Example workflow
Example: a Quick Win workflow.
Proposal → Pending Approval: submitter, reporter, assignee or member
Pending Approval → In Process: CI Engineer role, or back to Proposal
In Process → Pending Validation: submitter
Pending Validation → Done: CI Engineer role; sets Saving status to Complete
See a project's workflow
Open the project and click the workflow icon next to Attach to see its current status and next steps.