Change Request Workflow Display
Customise the display name, category, badge colour, and progress-nav position of each Change Request status, and the labels and ordering of the workflow actions offered at each status.
Overview
Change Request Workflow Display lets administrators customise how each Change Request status is labelled and ordered, how the actions offered at each status are labelled, and which of those actions the workflow offers. It requires the Administration Pages access right to open and to save; the current, already-saved configuration is also read elsewhere in the app by every user, for example to render status pills, regardless of access rights.
Open this page from Workflow display on the Reviewers & Workflow page of the Change Request tab in Project Settings.
The page has two tabs, States and Transitions, described below. A shared footer below both tabs shows an Unsaved changes notice whenever you have edited something, plus Reset to default, Discard, and Save buttons.
Status IDs are fixed
Every Change Request status has a fixed internal ID and key, for example PendingReview or AwaitingRelease. Neither tab lets you add, remove, or rename these keys. What you can change is the display name, ordering, category, and badge colour attached to each one, plus the labels used for the actions that move a Change Request between them, and which of those actions remain.
States Tab
The States tab starts with a Starting state card, then lists every Change Request status as a row in a table, with these columns. Status IDs and keys are fixed; the display names, colours, and ordering belong to your organisation.
| Column | What it shows or controls |
|---|---|
| Order | The status's position in the workflow progress nav. Blank for a status that is not shown in the nav. |
| In nav | A box that shows or hides the status from the workflow progress nav. Clearing it removes the status from the nav but does not stop the status being used elsewhere, for example on status pills, or stop Change Requests moving into and out of it. Selecting it again adds the status back at the end of the nav. |
| Status key | The status's fixed internal key, with its numeric ID alongside in brackets. Not editable. |
| Display name | The label shown for the status throughout Lunr. |
| Category | One of open, terminal, rejected, or cancelled, chosen from a dropdown. This is a grouping used elsewhere in Lunr, separate from the badge colour. |
| Colour | A live preview pill in the status's badge colour showing the Display name you have entered, above a row of swatches. Select a swatch to recolour the status: Grey, Blue, Indigo, Purple, Green, Yellow, or Red. The colour applies everywhere the status appears, including the Change Request list and overview. |
| Move | Up and down arrows that swap a status's Order with the status immediately above or below it. Only shown for statuses currently in the nav. |
Starting State
The Starting state list sets the status a new Change Request opens in. Choose New or In Progress, or leave it on Default (set by the create form), which keeps the create form's own choice: New on the full Change Request page and In Progress for quick create. A Change Request created as a submission always starts in New, so New needs an action out of it whichever option you choose.
Selecting Save re-numbers every status still in the nav to a contiguous 1, 2, 3 sequence in their current order, closing any gaps left by statuses you removed from the nav.
Hiding a Status
Hiding a status from the nav does not remove it from the workflow, because its transitions still move Change Requests into and out of it. When you clear In nav on a status in the open category that has transitions, a dialog asks whether to remove the transitions that start or end at that status. Select Remove Transitions to remove them, or Keep Transitions to hide the status from the nav only. Statuses in the terminal, rejected, and cancelled categories do not prompt, since they are usually hidden from the nav yet still reached.
States as Seeded by Default
A newly created tenant is seeded with the following twelve statuses. This is also what Reset to default restores.
| Status key (ID) | Display name | Progress order | Category | Badge colour |
|---|---|---|---|---|
New (0) | New | 1 | open | blue |
PendingReview (1) | Pending Review | 2 | open | purple |
InProgress (2) | In Progress | 3 | open | indigo |
InReview (10) | In Review | 4 | open | purple |
AwaitingApproval (3) | Awaiting Approval | 5 | open | indigo |
AwaitingRelease (7) | Awaiting Release | 6 | open | indigo |
Complete (4) | Complete | 7 | terminal | green |
Checkout (8) | Checking out Documents | not in nav | open | blue |
CheckoutApproval (9) | Awaiting Checkout Approval | not in nav | open | indigo |
AwaitingAuthorisation (11) | Awaiting Authorisation | not in nav | open | yellow |
Rejected (5) | Rejected | not in nav | rejected | red |
Cancelled (6) | Cancelled | not in nav | cancelled | grey |
Since this table reflects the seeded default, a tenant that has already customised its display names, ordering, or nav membership will show different values on its own States tab.
Transitions Tab
The Transitions tab customises the labels, ordering, and target status of the actions offered in the Request Workflow dropdown, grouped by the status a Change Request is currently in, chooses which action is preselected, and removes actions your organisation does not use. Permissions, that is who is allowed to see or perform each action, and side effects such as forwarding or requiring a comment, are not configurable here and remain fixed in Lunr's code.
Each group is headed From: followed by the status name, and lists the actions available from that status as rows. A Preselected list in the group's header chooses which action is selected first when a user opens the Request Workflow dropdown from that status. It defaults to Automatic, or you can choose one of the group's actions.
| Column | What it shows or controls |
|---|---|
| Order | The action's position within the dropdown for that starting status. |
| Action label & help text | Two fields: the button label shown in the dropdown, and a line of help text shown beneath it. Both are empty until you enter a custom value, and fall back to the in-code default shown as placeholder text. |
| Default | The in-code default label and help text, shown in italics for reference, so you can see what an empty field would fall back to. |
| Moves to | The status this action moves the Change Request to. Choose a different status from the list to change where the action leads. An action that does not change the status, such as Comment, shows its target as text instead. |
| Move | Up and down arrows that reorder the action within its group. |
A row you leave untouched is saved with no override at all, so the dropdown continues to track any future change to the in-code default label. Only a row where you have actually changed the label, help text, or order is saved as a customisation.
Removing Transitions
Each row ends with a bin icon. Select it to remove that action. Removed actions are listed under Removed, with the action and the statuses it moves between, until you select Save, which drops them from the workflow. Select Restore on a row to put it back first, or Discard to restore everything.
Remove Transitions for Hidden States removes every action that starts or ends at a status in the open category that is hidden from the nav, after a confirmation. It is unavailable when there is nothing to remove.
Save refuses a configuration that leaves no transitions at all, since saving none would restore the full standard workflow. It also refuses one that leaves no action out of New, since new Change Requests would otherwise have no way to move on. Restore an action to save.
Which actions you see
The set of actions available from each status, and which roles can use them, is defined in Lunr's code and can differ between tenants. What every tenant can customise here, regardless of which underlying set applies to it, is the label, help text, ordering, and target status of whatever actions it has, which action is preselected, and whether each one remains.
Saving, Discarding, and Resetting
The footer below both tabs is shared, so any edit on either tab is included in the same save.
- Save persists your changes. It is disabled until something is dirty.
- Discard reloads the saved configuration from the server, dropping any unsaved edits. If you have unsaved changes, a confirmation prompt appears first.
- Reset to default replaces the states with the seeded default table above and clears every transition override, after a confirmation prompt warning that it overwrites your tenant's current saved configuration.
Reset to default saves immediately
Unlike Discard, selecting Reset to default on this page writes the default configuration back to the server as soon as you confirm the prompt. There is no further Save step, and no way to undo it apart from re-entering your previous customisations by hand.
Related Settings
Project Settings documents the Change Request tab this page is linked from, along with the rest of the tab's Change Request configuration.
Change Request Number Formats
Configure the format Lunr uses to automatically assign a sequence number to new Change Requests, including its running number, tag placeholders, and padding.
Change Request Export Columns
Choose which columns appear in the documents and reference documents tables on the Change Request PDF export, in what order, how wide, and whether they wrap.