> For the complete documentation index, see [llms.txt](https://developer.kizen.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://developer.kizen.com/docs/kizen-basics/kizen-in-action/move-through-your-workflow-or-kizen-basics.md).

# Move Through Your Workflow | Kizen Basics

Learn how to update existing Records in Kizen and understand how changes impact Workflow Objects and Agentic Workflows.

## Overview

Earlier, Marcus reported Sofia’s missing backpack to guest services, and a staff member created a **Lost Item Request Record** to track the search. Because the **Lost Item Requests Object** is configured as an Object with Stages, the request does not remain static. Instead, it moves through stages as the investigation progresses: 

<p align="center">Reported → Searching → Located → Resolved</p>

<p align="center">or</p>

<p align="center">Reported → Searching → Not Found</p>

Each stage represents a step in the operational process. As park staff work on the request, they update the stage to reflect the current status. In this walkthrough, you’ll learn how to move a Record through workflow stages, allowing your team to track progress and trigger <code class="expression">space.vars.automations</code> as work advances.

### Why This Matters

Workflow stages are what turn a <code class="expression">space.vars.entity</code> into a trackable operational process.

Updating a <code class="expression">space.vars.entity</code>'s stage allows teams to:

* Track progress in real time
* Trigger an <code class="expression">space.vars.automation</code> when work advances
* Maintain visibility into operational tasks
* Generate accurate reports on workflow activity

Without updating stages, workflows can't accurately reflect the status of work across your organization.

### Before You Begin

Before moving a <code class="expression">space.vars.entity</code> through workflow stages, make sure you have the following:

* The **Lost Item Requests Workflow Object** has been created (see [Create Your First Workflow Object](/docs/kizen-basics/kizen-in-action/create-your-first-workflow-or-kizen-in-action.md))
* Workflow stages configured
* A **Lost Item Request Record** already exists

If you have not created a <code class="expression">space.vars.entity</code> yet, complete the steps in [Create Your First Record](/docs/kizen-basics/kizen-in-action/create-your-first-record-or-kizen-basics.md) before continuing.

***

## Move Through Your Workflow

{% stepper %}
{% step %}

#### Go to the Lost Item Request Workflow Object

1. In the top navigation, select **Data**.
2. Choose **Custom Objects**.
3. Select **Lost Item Request** under the Entity Name Column.

<div data-with-frame="true"><figure><img src="https://3898351136-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FQd8ufpN7wkdnx7JtgoeZ%2Fuploads%2FzBmA4hnXHT62SSydHKb8%2Fkizen-lost-item-request-record-01.jpeg?alt=media&amp;token=05b1f59f-02d5-4c0c-8127-812ce27301fd" alt=""><figcaption></figcaption></figure></div>

The <code class="expression">space.vars.entities</code> table will be empty as no **Lost Item Requests** have been created yet.&#x20;
{% endstep %}

{% step %}

#### Create Lost Item Record for Sofia's Backpack

In the upper-right corner, select **NEW LOST ITEM REQUEST**.

<div data-with-frame="true"><figure><img src="https://3898351136-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FQd8ufpN7wkdnx7JtgoeZ%2Fuploads%2FAsoSzb3CB92wp9N6nVig%2Fkizen-new-lost-item-request-record.jpg?alt=media&amp;token=acf07a26-6c15-4a22-b82c-a112d987862c" alt=""><figcaption></figcaption></figure></div>

The **Add Lost Item Request** window will appear. Complete the Lost Item Request Information by filling out the following fields:

* **Lost Item Request Name:** Sofia's Backpack
  * This field serves as the primary identifier for the request.
* **Stage:** Reported
  * This stage indicates that the guest has reported the missing item and staff have begun tracking the request.
* **Primary Contact Record:** Marcus Reyes
  * This links the request to the guest's contact record, which is how Guest Services and later steps find Marcus's information.

**Estimated Close Date (Optional):** *Blank*

* If desired, enter an expected date for resolving the request.
* For this example, leave this field blank

Select **SAVE**.
{% endstep %}

{% step %}

#### Find the Stages Workflow&#x20;

To move the request forward in the workflow:

1. Within the **Lost Item Request Record**, locate the **Stage** field in the <code class="expression">space.vars.entity</code> details and select dropdown.

<div data-with-frame="true"><figure><img src="https://3898351136-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FQd8ufpN7wkdnx7JtgoeZ%2Fuploads%2FTxJEVlAVAkijoSZ1F0AT%2FScreenshot%202026-03-10%20at%203.37.06%E2%80%AFPM.png?alt=media&amp;token=bf8e41ab-ce90-4760-820e-1a3372d2506d" alt="" width="563"><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}

#### Park staff begin investigating the missing backpack

Update the **Stage** field to **Searching** to indicate that staff are actively looking for the lost item. Once the stage is updated, the workflow now reflects that the investigation is in progress.
{% endstep %}

{% step %}

#### Staff locate Sofia's Backpack

After checking several rides and guest areas, staff locate Sofia’s backpack near the roller coaster exit, close to the ferris wheel and a food stand.&#x20;

Update the **Stage** field to **Located** to indicate the item has been found but hasn't yet been returned to the guest.
{% endstep %}

{% step %}

#### Guest services contact family and they pickup backpack

The guest services team contacts Marcus and arranges for him to pick up the backpack. Once the item is returned, update the **Stage** field to **Resolved**, to represent the completion of the request. The workflow now reflects that the lost item investigation has concluded successfully.
{% endstep %}
{% endstepper %}

***

## Moving Records in Board View

Workflow <code class="expression">space.vars.objects</code> also support Board View, which displays each stage as a column.

<div data-with-frame="true"><figure><img src="https://3898351136-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FQd8ufpN7wkdnx7JtgoeZ%2Fuploads%2F6JaiY1BPfMp4KjwknWqd%2Fkizen-lost-item-board-view-01.jpeg?alt=media&amp;token=916ac8f1-37a4-4091-b0f1-ca38bd229cb6" alt=""><figcaption></figcaption></figure></div>

In Board View, you can move <code class="expression">space.vars.entities</code> through stages by dragging and dropping them between columns. You can also arrange <code class="expression">space.vars.entities</code> in columns to align with your team's priorities.

For example:

* Drag the <code class="expression">space.vars.entities</code> from **Reported** to **Searching**
* Drag the <code class="expression">space.vars.entities</code> from **Searching** to **Located**
* Drag the <code class="expression">space.vars.entities</code> from **Located** to **Resolved**

The visual layout helps teams quickly understand the status of an operational workflow.

***

## How This Fits Into Agentic Workflows

Stage changes are one of the most common triggers used in <code class="expression">space.vars.automations</code>.

For example:

* When a request moves to **Searching**:
  * Staff are notified that a lost item investigation has begun
  * A task can be assigned to the park operations team
* When a request moves to **Located**:
  * Guest services can be prompted to contact the guest
* When a request moves to **Resolved**:
  * A confirmation message can be sent
  * The request can be archived

Because <code class="expression">space.vars.automations</code> respond to stage changes, updating workflow stages is essential for keeping operational processes moving.

***

## Workflow Capabilities by Role

{% columns %}
{% column %}

#### Admins

* Design workflow pipelines
* Configure stages and lifecycle structures
* Monitor workflow performance across teams
  {% endcolumn %}

{% column %}

#### Technical Builders

* Update workflow stages using APIs
* Trigger <code class="expression">space.vars.automations</code> when Records move between stages
* Integrate external systems that create or update workflow Records
  {% endcolumn %}
  {% endcolumns %}

***

## Tying It Back Into Your Industry

Moving <code class="expression">space.vars.entities</code> through workflow stages is a common operational pattern across industries.

{% tabs %}
{% tab title="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:

Claim Submitted → Investigation → 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 documentation, assess damages, and determine coverage eligibility.
* **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 as 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's reported until it's resolved.
{% endtab %}

{% tab title="Healthcare" %}
Healthcare organizations often rely on workflows to manage **patient visits and care coordination**.

For example, an appointment or care request may move through stages such as:

Appointment Requested → Scheduled → Checked In → Completed

Each stage reflects the patient’s progress through the healthcare process.

For example:

* **Appointment Requested:** A patient requests a visit through a patient portal or by calling the clinic.
* **Scheduled:** The appointment is confirmed and assigned to a provider.
* **Checked In:** The patient arrives at the clinic and begins the visit process.
* **Completed:** The visit is finished and medical notes are recorded.

As records move through these stages, the system can automatically send reminders, notify staff, update patient records, and trigger billing workflows.

Just as the Flywheel team updates the stage of a **Lost Item Request**, healthcare teams update appointment or care records to reflect the patient’s progress through the care process.
{% endtab %}

{% tab title="Financial Services" %}
In financial services, workflows are commonly used to manage processes such as **loan applications, account openings, and compliance reviews**.

A loan application workflow might include stages such as:

Application Received → Document Review → Risk Evaluation → Approved

Each stage represents a step in evaluating the applicant and determining whether the loan can be issued.

For example:

* **Application Received:** A customer submits an application for a loan or credit product.
* **Document Review:** Staff verify financial documents, identification, and supporting information.
* **Risk Evaluation:** Underwriters assess credit risk and determine eligibility.
* **Approved:** The loan is approved and the account is created.

As the record progresses through these stages, the system may automatically request documents, notify reviewers, update risk assessments, and prepare final agreements.

Just as Flywheel staff move the **Lost Item Request** through stages while investigating the backpack, financial institutions move **loan or account records** through structured workflows to ensure each step of the process is completed correctly.
{% endtab %}
{% endtabs %}

***

## What’s Next?

Now that you know how to move <code class="expression">space.vars.entities</code> through workflow stages, the next step is to **automate these processes**.

In the next topic, [Update A Contact Record](/docs/kizen-basics/kizen-in-action/update-a-contact-record-or-kizen-basics.md), you'll add a **Visit Date** field to the <code class="expression">space.vars.contacts</code> <code class="expression">space.vars.object</code> and surface it in the contact table.

***


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