How to customize workflows and states on Linear
Quick Answer
Customize Linear workflows by accessing Team Settings, modifying existing states or creating new ones, and configuring state transitions. You can set up custom workflows that match your team's development process with specific state names, colors, and automation rules.
Prerequisites
- Admin or owner permissions in Linear workspace
- Basic understanding of project management workflows
- Access to Linear team settings
- Knowledge of your team's development process
Step-by-Step Instructions
1
Access Team Settings and Workflow Configuration
Navigate to your Linear workspace and click on the Settings icon in the bottom left corner. Select Teams from the sidebar, then choose the specific team whose workflow you want to customize. Click on the Workflow tab to access the workflow configuration page.
Make sure you have admin permissions for the team you're trying to modify
2
Review Current Workflow States
Examine the existing workflow states displayed in the workflow editor. Linear shows states as cards with their names, colors, and types (Backlog, Unstarted, Started, Completed, Canceled). Note the current state transitions and identify which states need modification or if new states are required for your process.
Document your current workflow before making changes to avoid confusion
3
Add or Modify Workflow States
To add a new state, click the + Add state button. Enter a descriptive name for the state and select an appropriate color. Choose the state type from the dropdown: Backlog, Unstarted, Started, Completed, or Canceled. To modify an existing state, click on the state card and edit the name, color, or description as needed.
Use descriptive names that clearly indicate the work status, like 'In Review' or 'Ready for Testing'
4
Configure State Transitions and Rules
Click on a state to configure its transition rules. In the state settings panel, you can define which states can transition to this state and which states this state can transition to. Set up Auto-archive rules for completed states and configure Estimation requirements if needed for specific states.
Limit transitions to maintain workflow integrity - not every state should connect to every other state
5
Set Up State Automation and Triggers
In the state configuration panel, enable automation options such as Auto-assign to automatically assign issues when they enter certain states. Configure Slack notifications or other integrations to trigger when issues move to specific states. Set up Time tracking automation to start or stop time tracking based on state changes.
Start with simple automations and add complexity gradually to avoid overwhelming your team
6
Customize State Colors and Visual Indicators
Select appropriate colors for each state to create visual clarity in your workflow. Use the color picker to choose colors that represent the nature of work: blues for in-progress states, greens for completed states, reds for blocked states. Ensure sufficient contrast between colors for accessibility.
Maintain consistency with your team's existing color conventions across other tools
7
Test and Validate Workflow Changes
Create a test issue and move it through your customized workflow states to ensure all transitions work correctly. Verify that automations trigger as expected and that team members can see the new states in their issue views. Check that filtering and sorting by the new states functions properly in different Linear views.
Test with a small group of team members before rolling out to the entire team
8
Save and Deploy Workflow Configuration
Once you've finished customizing your workflow, click Save changes to apply the new configuration. Linear will prompt you to confirm the changes. The new workflow will immediately be available to all team members. Communicate the changes to your team and provide documentation about the new workflow states and their purposes.
Schedule a brief team meeting to explain workflow changes and answer questions
Common Issues & Troubleshooting
Cannot see workflow customization options
Verify you have admin or owner permissions for the team. Only team admins can modify workflow settings. Contact your workspace owner if you need elevated permissions.
Existing issues stuck in deleted workflow states
Before deleting a state, move all existing issues to other states. Linear will warn you about issues in states you're trying to delete and provide options to bulk-move them.
Workflow automations not triggering correctly
Check that integration permissions are properly configured and that webhook URLs are accessible. Test automations with simple state transitions first, then add complexity.
Team members confused by workflow changes
Create clear documentation explaining each state's purpose and when to use it. Use Linear's team description fields to document workflow processes and share with the team.
Prices mentioned in this guide are pulled from current plan data and may change. Always verify on the official Linear website before purchasing.