Create Your First Workflow Object | Kizen Basics

Overview

Caution: This setup reflects Kizen's default configuration. Your administrator may have customized your layout, so columns or navigation may appear differently. Trial accounts may have limited features.

The Reyes family has been enjoying their visit to Flywheel Adventure Park. Later in the day, Elena realizes she left her backpack near one of the roller coaster rides. Marcus reports the lost item to guest services, and a staff member creates a Lost Item Request to track the search.

As park staff investigate, the request moves internally through several stages: Reported, Searching, Located, Resolved, and Not Found.

Processes like this are managed in Kizen using a Workflow Object.

A Workflow Object tracks how work progresses through a structured process. Instead of Records simply storing information, they move through defined stages that represent milestones in the lifecycle of a task.

In this walkthrough, you’ll create a Lost Item Requests Workflow Object that allows Flywheel Adventure Park staff to track lost items reported by park visitors.

You will:

• Create a new Object

• Enable the Contains Workflow setting

• Configure stages that represent the lost item process

This Workflow Object will allow Flywheel Adventure Park staff to track operational requests and ensure the right team members take action at the right time.

Why This Matters

Workflows transform Objects from data containers into operational processes.

Without workflows, Records only store information. With workflows enabled, Records move through a structured lifecycle that teams can track and manage.

Clear workflow design helps prevent issues such as:

• Staff losing visibility into operational tasks

• Requests becoming stuck without clear ownership

• Agentic Workflows triggering at the wrong time

• Reporting failing to reflect real operational progress

A well-designed Workflow ensures that work moves consistently through your organization and that teams always understand what stage a task is in.

Before You Begin

Before creating a Workflow Object, make sure you have the following:

• Admin or Technical Builder permissions

• A Business workspace created

• Access to Data > Custom Objects in your navigation

Workflow Objects are best used when work follows a repeatable lifecycle, such as service requests, approvals, onboarding processes, or operational tasks.

---

Create Your Workflow

1

Navigate to Objects

1. In the top navigation, select Data.

2. Choose Custom Objects.

You will be taken to the Objects page.

2

Select NEW OBJECT

Note: Admins and technical builders with the correct permissions will see the full creation interface.

3

Fill out the General Settings page

For this example, enter the following:

• Object Name: Lost Item Requests

  • This is the name of the Object that stores requests submitted by guests or staff when an item is reported missing.

• Record (Entity) Name: Lost Item Request

  • This is the name used to describe an individual Record in the Object.

• Contains Workflow: Enable

  • Enabling this setting converts the Object into a Workflow Object, allowing Records to move through defined stages that represent progress in the process.

• Enable Quick Filters: Disable

• Object Description: Tracks lost item reports submitted by guests and staff. Each request moves through stages such as Reported, Searching, and Resolved as staff investigate and recover items.

• Enable Activities: Enabled

• Track Entity $ Value: Disabled

4

Select SAVE & CONTINUE

This will automatically save your Object and take you to the Stage Settings

5

Configure Stage Settings

This is where you define the lifecycle stages that each Lost Item Request will move through as staff investigate the missing item.

At the top of the page, you will see two workflow configuration options.

% Chance to Close

Disable this setting.

This feature allows each pipeline stage to be assigned a probability value, which is used to forecast the likelihood of closing a deal. It's most commonly used in sales environments to predict revenue. Since we're setting up a ticket system to track lost items — not managing sales — this feature isn't needed and can safely be disabled without any impact to your workflow.

When the "Please Confirm Modification" dialog appears, click CONFIRM. You won’t need the % Chance to Close setting for this example.

Use AI to Update Stage %

Leave this setting disabled.

This feature allows the system to automatically adjust stage probability values based on historical workflow performance. Since the Lost Item Request process does not require forecasting, this setting is not needed for this example.

6

Add a Reported Stage

Next, add the Reported stage. This stage represents when a guest first reports a missing item.

In the Stages table:

• Locate Stage 1 in the Stage Name field.

• Rename it to Reported.

Leave the default stage values.

• Stage Status: Open

7

Add a Searching Stage

This stage indicates that park staff are actively searching for the item.

Select + ADD STAGE.

Enter the following values:

• Stage Name: Searching

• Stage Status: Open

8

Add a Located Stage

This stage indicates that the missing item has been found but has not yet been returned to the guest.

Select + ADD STAGE again.

Enter the following values:

• Stage Name: Located

• Stage Status: Open

9

Add a Resolved Stage

This stage represents when the item has been successfully returned to the guest or the request has been completed.

Select + ADD STAGE

Enter the following values:

• Stage Name: Resolved

• Stage Status: Won

10

Add a Not Found Stage

This stage represents when the item hasn't been found, and the loss is considered permanent.

• Select + ADD STAGE one more time.

• Enter the following values:

  • Stage Name: Not Found

  • Stage Status: Lost

11

Review Your Workflow

Make sure the stages appear in the following order:

1. Reported

2. Searching

3. Located

4. Resolved

5. Not Found

You can reorder stages by dragging the six-dot handle on the left side of each stage row. The order determines how the workflow appears in Board View and how progress is tracked in reports. Learn more about Board View with Moving Through Your Workflow.

Select SAVE & CONTINUE in the upper-right corner.

Note: The Reasons Lost and Reasons Disqualified sections will remain unavailable unless you add a stage with the Lost or Disqualified status.

You will then move to Step 3: Related Objects, where you can define relationships between the Lost Item Requests Object and other Objects in your workspace. For this example to work correctly, configure the following settings before moving on:

• Team Associations

  • Set Where does this object get its team associations? to Direct

• Primary Relationships Under This Object has Primary Relationships, add a related object with the following settings:

  • Related Object: Contacts

  • Relationship Type: Many-to-One

  • Relationship Name: Primary Contact Record

  • Reverse Relationship Name: Related Lost Item Records

  • Share Timeline To Related: On

  • Share Timeline From Related: On

All other toggles (Share Lead Sources To Related, Share Lead Sources From Related, Suppress Related Field) should remain turned off.

You have now setup a Workflow object. For more information on how to set up your other object settings, see Create Your First Object.

---

How This Fits Into Agentic Workflows

Object Workflows define how work progresses, while Agentic Workflows define what happens when that work progresses. For example:

• When a Lost Item Request moves to Reported:

  • Guest services staff are notified

  • A task is assigned to park operations

• When the request moves to Located:

  • Staff are prompted to contact the guest

  • A pickup location can be arranged

• When the request moves to Resolved:

  • The request is archived

  • A follow-up message can be sent confirming the item was returned

These Agentic Workflows rely on stage changes, which is why creating a workflow is an essential step in managing operational processes.

---

Workflow Capabilities by Role

Admins

• Create and manage Workflow Objects

• Define stages and lifecycle structures

• Configure permissions and access controls

• Design operational processes used across the organization

Technical Builders

• Integrate external systems that create or update workflow Records

• Trigger Agentic Workflows when Records change stage

• Use APIs to manage workflow-enabled Objects programmatically

• Build scalable workflow pipelines that support operational Agentic Workflows

---

Tying It Back Into Your Industry

The Lost Item Request Workflow at Flywheel Adventure Park is just one example of how organizations use workflows to manage operational processes. The same structure appears across many industries.

Insurance

In insurance, workflows are frequently used to manage the lifecycle of a claim. When a policyholder reports an incident, the claim must move through several stages as it is reviewed and processed by different teams.

A typical claim workflow might look like:

Claim Submitted → Investigation → Documentation Review → Approved → Closed

Each stage represents a specific step in the claims process.

For example:

• Claim Submitted: A policyholder reports an incident, such as a car accident or property damage. A claim record is created in the system.

• Investigation: Claims adjusters review the incident, assess damages, and determine coverage eligibility.

• Documentation Review: Supporting materials such as photos, estimates, and statements are collected and verified.

• Approved: The insurer confirms the claim is valid and authorizes payment.

• Closed: Payment is issued and the claim is finalized.

As the claim moves through these stages, the system can trigger automated actions such as assigning adjusters, requesting documentation, notifying customers of updates, or initiating payment processing.

Just like the Lost Item Request workflow tracks the progress of a search at Flywheel Adventure Park, a Claims Workflow tracks the progress of an insurance investigation from the moment it is reported until it is resolved.

Healthcare

Financial Services

---

What’s Next?

Now that your Lost Item Requests Workflow Object is created, you’re ready to begin adding real requests. In the next topic, Modify Your Workflow you’ll move the Lost Item Request Record for Sofia’s backpack through stages.