> ## Documentation Index
> Fetch the complete documentation index at: https://help.dingtalk.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Workflow

> Use Workflow fields to define stages, configure stage-specific fields and assignees, and track progress in real time.

# 1 Overview

Use the Workflow field to **define stages** and track progress in real time. You can configure **per-stage fields** and **per-stage assignees** to keep your process organized and efficient.

**Common scenarios:**

* HR / admin approvals — for leave or expense approvals, design stages like "Submit → Department review → Finance review → Archive". Each stage has its own fields (leave type, expense receipts) and approver (manager, finance specialist), making the process transparent and minimizing miscommunication.
* Cross-team project work — at project kickoff, design stages like "Requirements review → Resource allocation → Task assignment → Acceptance". For example, "Requirements review" requires uploading the spec and assigns a PM; "Resource allocation" requires the department head to confirm headcount budget. Field constraints + permissions prevent missed info and shorten cross-team cycles.

# 2 Basics

## 2.1 Add a workflow field

Click **➕** in the upper-right of the title bar — pick **Workflow**. The configuration dialog opens.

## 2.2 Configure the workflow field

### 2.2.1 Add / delete stages

The configuration starts with 4 stages by default — up to 10 are supported.

Right-click a **stage tag** — pick **Add stage to the left / right** to insert one, or **Delete** to remove the current stage.

Click ➕ between two stage tags to insert a new stage there.

### 2.2.2 Reorder stages

Click and hold a **stage tag** — drag to its new position.

### 2.2.3 Appearance

Click a stage tag — pick a **background color**.

Click the **palette** icon to the right of the stage name to set its color.

### 2.2.4 Permissions

Under **Who can complete this stage**, pick **anyone with edit permission on this field** or **a specific member field**. With **member field**, pick from the table's existing member fields (only one for now — no multi-select).

Note: with advanced permissions off, users with **edit permission** can configure stages; with advanced permissions on, only users with **manage permission** can.

### 2.2.5 Stage-displayed fields

Under **Fields displayed in this stage**, click **Add field** to add multiple fields, mark them as **required** as needed, drag the title to **reorder**, or hover and click X to **remove**.

### 2.2.6 Configure end / abort states

Click **Configure end and abort states** to set what shows when the workflow ends or is aborted, and who has **abort permission** — pick **anyone with edit permission on this field** or **a specific member field**.

## 2.3 Edit the workflow field

**Right-click** the field title or **click the dropdown** — copy, delete, hide, etc.

# 3 Scenarios

## 3.1 Track when a stage was completed

Combine the workflow field with automation to record the timestamp when a specific stage completes.

Steps:

1. Add a date field for the stage's completion timestamp (e.g. "Contract signed").
2. Set the automation trigger to "When a record changes" — watch the workflow field, fire when it equals the "Contract signed" stage.
3. Set the action to "Update record" — pick the date field and write today (the trigger time).
4. Run the automation.

## 3.2 Auto-display project progress percentage

Use the **IFS** formula to display a percentage based on the current stage.

Reference formula: `IFS([Workflow]="Stage 1","25%",[Workflow]="Stage 2","50%",[Workflow]="Stage 3","75%",[Workflow]="Stage 4","100%")`

Once the formula is entered, the percentage updates automatically based on the workflow stage.

# 4 FAQ

* Q: How many stages can a workflow field have?

  A: Up to 10.
* Q: Who can configure stages?

  A: Without advanced permissions, anyone with edit access can. With advanced permissions on, only those with manage access can.