In this guide, we will introduce how to customize our built-in workflows effectively.

Previously, we provided a brief overview of the workflows available in ZenTao, which are based on usage processes, functional modules, and customization requirements. Currently, we offer 12 built-in processes: Product View, Product Plan, Release, Requirement, Project View, Version, Task, Bug, Test Case, Test Request, Test Suite, and Feedback.

These built-in workflows allow for viewing, editing, field management, and action management. However, features such as tags, sub-processes, and detail sheets are not supported, and built-in processes cannot be deleted.

You can customize these built-in processes according to your specific needs.

Let’s take the Bug process as an example to demonstrate how to customize our built-in workflows.

1. Viewing and Editing

1.1 Viewing the Bug Process

To view the details of the Bug process, simply click on Design.

1.2 Editing the Bug Process

You can edit the process description, but please note that the built-in processe name cannot be modified.

2. Field Management

Field management allows you to edit existing fields or add new ones to the built-in process.

2.1 Editing Existing Fields

Click the design button to enter the editor. Here, you can edit the existing fields as needed (deletion of existing fields is not permitted).

2.2 Adding New Fields

To add a new field, click "Create Field" in the upper right corner of the page.

For example, to add a "Review Result" field to Bugs, fill in the following details:

• Name: The name displayed on the interface.
• Field (Code): A unique code consisting of letters for database storage.
• Control: Choose from options like labels, text boxes, and dropdown menus.
• Data Type: char, varchar, and text are available
• Default: The initial value displayed for the field.
• (Validation) Rules: Methods to validate data format.

The field is created:

Once the field is created successfully, remember to check the new field in the actions interface to display it in the process.

3. Action Management

After creating fields, it's essential to manage actions properly.

3.1 Displaying New Fields in Action Interface

By default, built-in process actions do not expand to show new fields. To display them, edit the action and change the extension type to "Extend."

For example, in the Bug details section, after changing to "Extend," you can manage the expanded actions.

Then, the layout button and more actions can be able to edit.

Click Layout button to edit it.

Click Edit and then click on the newly created field "Review Result" to shown it in the front.

Now we can go to the bug detail page to check the newly created field.

Further more, it's flexible to check the box of Review Result and show it in the bug list.

Then you can find the bug's review result in the bug list without digging into the bug detail page.

3.2 Adding Actions

To add a new action, click "Create Action" in the upper right corner of the action list page. For instance, you can create a "Review" action for the Bug process:

• Name: The name of the new action.
• Action (Code): A unique identifier for the action (letters only).
• Open with: Choose how the page will open when executing this action.
• Position: Where the action will appear (e.g., Menu, List Page, Detail Page).
• Display: How the action will be presented (e.g., directly on the page).
• Description: A brief description of the action.

The new action can be edited, and you can manage the interface, trigger conditions, data validation, interface linkage, extended actions, notifications, JS, CSS, and deletion.

3.3 Setting Trigger Conditions for Actions

Define the conditions under which the action will be triggered. Click "Conditions" in the action list to set these parameters.

It means that if the review result is pending, the "Review" button will be shown in the bug detail page. Otherwise, the Review button will disappear.

3.4 Configuring Action Interface

After creating an action, set which fields and content will be displayed.

• Click the "Layout" button and then click "Edit" to enter the settings page, where you can select the relevant fields.

  

• Check the fields to be displayed on the Review page and set the validation rules or default values.

  

• Click Save once you set properly.

Now it's time to check the review page.

All fields we set to display will be shown, and these fields can be adjusted as needed.

3.5 Setting Action Data Validation

You can specify messages displayed after executing the action based on certain field values. The default message is "Save Successful," but you can customize it as needed.

The types of data validation can be selected: by data or by SQL statement.

3.6 Setting Extended Actions

You can add extended actions that trigger after the main action is executed, allowing for updates to associated data.

3.7 Setting Notification

This section explains how to set up reminder emails for users when an action is executed.

You can configure reminders either through the operation buttons on the action list page or directly on the specific action execution page.

By default, reminder settings can be adjusted on each action execution page to send notifications to designated users.

Ensure that the email sending configuration in the backend is properly set up, and that user information in the organization includes valid email addresses.

Once configured, specified users will receive reminder emails whenever the action is executed.

4. Sub-status Management for Built-in Processes

ZenTao Biz 3.5.beta introduces the sub-status feature.

In the default ZenTao system, the status field is integral to program operations and cannot be customized. With the new sub-status feature, you can create additional sub-statuses based on existing statuses to better meet your usage needs.

Sub-statuses are displayed by default in the process's field list.

Let’s briefly explore how to customize the sub-statuses for tasks.

4.1 Editing and Adding Sub-statuses

To get started, click Design button to go to the Advanced Editor view.

Locate the "Sub-status" field and click the "Edit" button on the right to enter the sub-status editing page.

The sub-status editing page:

You can edit and add sub-statuses by filling in the corresponding key and value. The key must consist of a combination of letters and numbers, while the value can be tailored to your specific needs.

Each added sub-status must have a default value set.

Once you’ve completed the settings, click Save.

You can further customize the sub-status settings under Kanban settings:

• Kanban Column Fields: By default, sub-statuses are not displayed. Check the sub-status option to enable visibility.
• Kanban Mode: Task Kanban and Bug Kanban require separate settings.
• Kanban Display Columns: All sub-statuses are shown by default; you can specify which statuses should be visible.
• Custom Column Colors: After enabling sub-statuses, you may need to re-customize the colors of the kanban columns.
• Restore Default Settings: If necessary, click the "Restore Default" button at the bottom.

Once you have successfully configured the kanban, you can drag tasks to change their status or modify the status through task editing.