Manage Workflows for Multiple Projects
As a system administrator, you can manage workflows in all the projects for your YouTrack instance. Users who have a project administrator role can only manage workflows in the projects for which they have permission to view and update the project. For more information, see Manage Workflows.
Attach a Workflow to a Project
To use a workflow, you need to attach it to one or more projects. From the Administration menu, you have access to all the projects in YouTrack.
To attach a workflow:
From the Administration menu, select Workflows.
Select the workflow from the list.
If the sidebar is hidden, click the Show Details button.
In the sidebar, click the Projects list and select the projects where you want to apply the workflow.
If the workflow isn't attached to any projects, this control shows No usages.
The workflow is attached to all the selected projects.
If there are projects that do not meet the workflow requirements, the requires setup flag is shown.
The requires setup flag indicates that there are requirements that are specified in the workflow that are not available in one or more projects to which the workflow is currently attached. This can mean that the project does not use the required custom fields, values are missing from the set of values in a custom field, or there are issue link types that have not been created in YouTrack. The name of each project that requires setup is displayed in red in the Details sidebar.
In most cases, these fixes can be applied without leaving the workflow administration page.
To fix setup problems with workflows:
Select the workflow in the list.
If the sidebar is hidden, click the Show details button.
Move the pointer over any of the projects that are displayed in red text.
A tooltip displays the changes that are required to activate the workflow in each project.
If you want to fix the problems in all projects at once, click the Auto-fix all button. This opens the Workflow Auto-fixes dialog.
If there are any projects where you don't want to apply this fix, clear the selection for the corresponding update.
To fix the problems for a particular project, click the Apply fixes link. This opens the Apply fixes dialog
Select all the required fixes, then click the Apply button.
When done, the requires setup flag is automatically removed from each rule.
If the problems are resolved for all the projects that use the workflow, the requires setup flag is removed from the workflow.
Attach Workflows to New Projects Automatically
When working with the Workflows list as an administrator, you have the option to Enable auto-attach or Disable auto-attach for any workflow in the system. Auto-attached workflows are attached to all new projects by default.
To attach a workflow to new projects automatically:
From the Administration menu, select Workflows.
Select the desired workflow.
Click the Enable auto-attach button in the toolbar.
Auto-attached workflows are marked with an auto-attach badge in the list of available fields.
Deactivate Workflow Rules
When you attach a workflow to a project, all the rules are attached and enabled. You can customize the workflow on a per-project basis by deactivating specific rules.
To view the status for each rule in a workflow, select the workflow from the list. Rules that have been detached from all projects show No usages in the Usages column.
To deactivate individual rules in a project:
From the Administration menu, select Workflows.
Select a workflow from the list.
In the sidebar, click to open the list of Projects where the rule is active.
Clear the selection for the projects where you want to deactivate the rule.
Detach Workflows
If you no longer want to use a workflow, you can detach it from one or more projects.
To detach a workflow:
From the Administration menu, select Workflows.
Select the workflow that you want to detach.
In the Details sidebar, click the project selector for the workflow.
Clear the selection for the projects where the workflow is attached.
