Move Through Your Workflow | Kizen Basics
To modify Records, you must:
Be an Admin or Technical Builder with record edit permissions
Have completed:
Create Your First Contact Record
Create Your First Custom Object
Create Your First Record
You should already have:
Three Guest Records: Elena, Sofia, and Caleb
One Ticket Record linked to Marcus
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 a Workflow Object, the request does not remain static. Instead, it moves through stages as the investigation progresses:
Reported → Searching → Located → Resolved
or
Reported → Searching → Not Found
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 Agentic Workflows as work advances.
Why This Matters
Workflow stages are what turn a Record into a trackable operational process.
Updating a Record’s stage allows teams to:
Track progress in real time
Trigger aAgentic Workflows when work advances
Maintain visibility into operational tasks
Generate accurate reports on workflow activity
Without updating stages, workflows cannot accurately reflect the status of work across your organization.
Before You Begin
Before moving a Record through workflow stages, make sure you have the following:
The Lost Item Requests Workflow Object has been created (see Create Your First Workflow)
Workflow stages configured
A Lost Item Request Record already exists
If you have not created a Record yet, complete the steps in Create Your First Record before continuing.
Move Through Your Workflow
Create Lost Item Record for Sofia's Backpack
In the upper-right corner, select NEW LOST ITEM REQUEST.
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.
Estimated Close Date (Optional): Blank
If desired, enter an expected date for resolving the request.
For this example, leave this field blank
Staff locate Sofia's Backpack
After checking several rides and guest areas, staff locate Sofia’s backpack near the roller coaster exit, close to ferris wheel and a food stand.
Update the Stage field again.
Select: Located
This stage indicates the item has been found but has not yet been returned to the guest.
Guest services contact family and they pickup backpack
Guest services contact Marcus and arranges for him to pick up the backpack.
Once the item is returned, update the Stage field to: Resolved
This stage represents the completion of the request, and workflow now reflects that the lost item investigation has successfully concluded.
Moving Records in Board View
Workflow Objects also support Board View, which visually displays each stage as a column. You can find the Board View below.
In Board View, you can move Records through stages by dragging and dropping them between columns. You can also arrange Records in columns to align with your team's priorities.
For example:
Drag the Record from Reported to Searching
Drag the Record from Searching to Located
Drag the Record from Located to Resolved
This visual layout helps teams quickly understand the status of operational workflow.
How This Fits Into Agentic Workflows
Stage changes are one of the most common triggers used in Agentic Workflows.
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 Agentic Workflows respond to stage changes, updating workflow stages is essential for keeping operational processes moving.
Workflow Capabilities by Role
Tying It Back Into Your Industry
Moving Records through workflow stages is a common operational pattern across industries.
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 → 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 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 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.
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.
What’s Next?
Now that you know how to move Records through workflow stages, the next step is to automate these processes.
In the next topic, Create Your First Agentic Workflow, you’ll learn how stage changes can trigger actions such as:
Sending notifications
Assigning tasks
Updating related Records
This allows your workflows to not only track progress, but also coordinate work automatically across your organization.
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