# 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 space.vars.automations 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 aspace.vars.automations 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](https://d91da5062c56835d5b5956382d755d80.claudemcpcontent.com/mcp_apps?connect-src=https%3A%2F%2Fesm.sh+https%3A%2F%2Fcdnjs.cloudflare.com\&resource-src=https%3A%2F%2Fesm.sh+https%3A%2F%2Fcdnjs.cloudflare.com+https%3A%2F%2Fcdn.jsdelivr.net+https%3A%2F%2Funpkg.com+https%3A%2F%2Fassets.claude.ai\&dev=true#)) * 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](/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.
The Records table will be empty as no **Lost Item Requests** have been created yet. {% endstep %} {% step %} #### 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 {% endstep %} {% step %} #### Find the Stages Workflow To move the request forward in the workflow: 1. Open the **Lost Item Request Record**.
2. Locate the **Stage field** in the Record details.
2. Select the **Stage dropdown menu**.
{% endstep %} {% step %} #### Park staff begin investigating the missing backpack Update the **Stage field** to: **Searching** This stage indicates 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 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. {% endstep %} {% step %} #### 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. {% endstep %} {% endstepper %} *** ## 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 space.vars.automations. 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 space.vars.automations 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 space.vars.automations when Records move between stages * Integrate external systems that create or update workflow Records {% endcolumn %} {% endcolumns %} *** ## Tying It Back Into Your Industry Moving Records 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 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. {% 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 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.** *** --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://developer.kizen.com/docs/kizen-basics/kizen-in-action/move-through-your-workflow-or-kizen-basics.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. 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