# Object Workflows {% hint style="success" %} **Audience:** Administrators, Developers, Solution Architects **Purpose:** Explains how to convert an space.vars.object from a static container into a lifecycle-driven workflow or pipeline. {% endhint %} ## Overview space.vars.object Workflows add lifecycle behavior to an space.vars.object by introducing a structured process. space.vars.entities move through defined stages that represent process milestones or stage progressions, allowing the platform to track state changes, outcomes, and performance over time. When enabled, space.vars.object Workflows is configured in Step 2 of the space.vars.object Configuration process. 1. General Settings 2. **Object Workflows** 3. Related space.vars.objects 4. Customize Fields 5. Customize Layout 6. Permissions This stage-driven model differs from non-workflow space.vars.objects, which maintain space.vars.entities without interpreting their progression. Workflow-enabled space.vars.objects provide operational context, making them ideal for processes that require visibility, forecasting, or structured execution. Enabling workflows also unlocks advanced filtering and reporting capabilities, including metrics such as time in stage, pipeline value over time, and progress toward team goals. ### When to Use Object Workflows Use workflows when space.vars.entities must follow a repeatable lifecycle. Best suited for: * Sales pipelines * Customer onboarding * Project delivery * Approval processes * Service workflows * Operational funnels Avoid enabling workflows for space.vars.objects that store reference data or do not require stage progression. *** ## Contains Workflow Toggle

The **Contains Workflow** toggle activates the ability to create a pipeline for an space.vars.object. Once enabled, the object gains stage-based behavior and workflow system fields that support lifecycle tracking that displays in the **Stage Settings** tab. {% hint style="warning" %} **Caution:** The **Contains Workflow** setting is immutable after space.vars.object creation. If workflow behavior needs to be added or removed, the space.vars.object must be recreated. {% endhint %} After a workflow is enabled: * A **Stage Settings** tab is added to the space.vars.object * All space.vars.entities are required to belong to a stage * Board View Layout becomes available in the Customize Layout tab * Outcome tracking fields can be generated ### How Records Move Through a Workflow space.vars.entities progress through stages as work advances. Users can update a space.vars.entity’s stage by: * Creating an Automation Field Update, * Selecting a new stage from the Stage field, or * Dragging the space.vars.entity between columns in Board view This ensures the pipeline reflects real-time operational status. *** ## Stage Settings

The **Stage Settings** tab is where the workflow structure is configured. Stages represent the sequential steps a space.vars.entity moves through from creation to completion, arranged in a defined order that reflects the process and supports accurate tracking, reporting, and workflow analytics. Examples of Stages include: * New → Qualified → Proposal → Closed * Requested → Approved → In Progress → Complete Each stage is assigned a Stage Status, which determines how the platform interprets the space.vars.entity’s state. Statuses include: * **Open:** Active work * **Won:** Successfully completed * **Lost**: Unsuccessfully closed * **Disqualified**: Removed from the process Configuring statuses enables more accurate reporting and clearer lifecycle visibility. {% hint style="info" %} **Note:** At this time, statuses are not editable. {% endhint %} #### Outcome Reason Fields When Lost or Disqualified statuses are added, the platform automatically generates reason fields. These fields help organizations analyze pipeline performance and identify patterns behind unsuccessful outcomes. ### Include % Chance to Close The **Include % Chance to Close** toggle converts a workflow into a probability-driven pipeline. When enabled: * Each stage can be assigned a probability value * space.vars.entities inherit the probability of the stage they enter * Values can be manually overridden when necessary This capability is commonly used for revenue forecasting, weighted reporting, and performance analysis. {% hint style="info" %} **Note:** If a space.vars.entity moves from a stage with a 25% probability to one with a 75% probability, the space.vars.entity’s likelihood to close updates automatically unless manually adjusted. {% endhint %} #### When to Enable This Setting Enable probability tracking when forecasting outcomes is important or when pipeline performance influences strategic decisions. Common examples include: * **Sales pipelines:** Estimate expected revenue by weighting opportunities based on their likelihood to close. * **Partnership or business development funnels:** Predict which deals are most likely to finalize. * **Recruiting pipelines:** Forecast hiring outcomes as candidates move from screening to offer stages. * **Fundraising pipelines:** Project incoming contributions based on donor commitment levels. Enable this setting when stages represent increasing commitment or certainty, allowing probability values to reflect realistic progression toward completion. Leave this setting disabled for workflows where probability does not provide meaningful insight. Examples include: * Internal task tracking * Approval workflows * Support ticket management * Project step tracking In these scenarios, space.vars.entities are expected to complete regardless of stage progression, making likelihood-to-close metrics unnecessary. ### Use AI to Update Stage % Toggle The **Use AI to Update Stage %** toggle enables space.vars.Kizen\_company\_name's artificial intelligence to automatically calculate and assign the probability of a space.vars.entity closing based on historical pipeline performance. When this setting is enabled, the platform overrides manually configured stage percentages and continuously analyzes how space.vars.entities move through your workflow. Using this data, space.vars.Kizen\_company\_name adjusts the likelihood-to-close values to better reflect real-world outcomes. Administrators can also configure how long the system waits to gather sufficient data before applying AI-driven probability updates, helping ensure predictions are based on a confident data set. #### How It Differs From Manual Probability * **Manual stage %:** Values are static and defined by administrators * **AI-driven stage %:** Values are dynamically generated using pipeline history and team performance patterns This allows probability metrics to evolve as your organization’s sales or operational behavior changes. #### When to Enable This Setting Enable AI-driven probability when you want stage likelihoods to automatically reflect actual pipeline performance rather than relying on manually assigned percentages. Common examples include: * **Mature sales pipelines:** Improve forecast accuracy by using historical win rates to calculate stage probabilities. * **High-volume recruiting funnels:** Identify conversion patterns as candidates progress through interview stages. * **Established revenue workflows:** Generate data-driven projections based on consistent deal progression. * **Organizations moving away from manual forecasting:** Reduce administrative effort and limit human bias in probability estimates. Enable this setting when your workflow generates consistent historical data and follows repeatable progression patterns. Leave this setting disabled for workflows where AI may lack sufficient data or where process behavior changes frequently. Examples include: * Newly created pipelines with limited historical space.vars.entities * Experimental or evolving business processes * Low-volume workflows * Short-term initiatives or pilot programs In these scenarios, manually assigned percentages typically provide more predictable results until enough data exists for AI to model progression accurately. *** ## Board View Layout

Workflow-enabled space.vars.objects support a visual board layout organized by stage. Board view helps teams: * Understand workload distribution * Identify stalled records * Monitor pipeline health * Prioritize work For teams managing high space.vars.entity volumes, this visualization improves speed and decision-making. For more information on customizing layouts, see [Object Layout Customization](https://developer.kizen.com/docs/concepts/objects/object-configuration/object-layout-customization). *** ## Analytics Workflow-enabled objects surface key operational metrics directly within Board View, providing immediate visibility into workflow performance. Available metrics may include: * space.vars.entity counts to understand stage volume * Total pipeline value to assess potential outcomes * Time in stage to identify delays or process bottlenecks Workflow-enabled space.vars.objects also support advanced filtering and reporting, enabling teams to evaluate trends such as pipeline value over time and progress toward team goals. These insights help organizations monitor execution, optimize processes, and make more informed operational decisions. *** ## What’s Next Now that you understand how workflows structure an space.vars.object’s lifecycle, you can learn more about any of the following topics below: