TestOrchestrator

Project Assignment

Each workflow state can be made available to every project in your workspace, or restricted to a specific set of projects. Project assignment is configured on the PROJECTS tab when creating or editing a state.

Assignment modes

When you create or edit a workflow state, the PROJECTS tab lets you choose one of two modes:

Apply to all projects
The state is available in every project in your workspace — including projects created in the future. This is the recommended setting for states you want available everywhere, such as a shared Not Started or Completed state.
Apply to specific projects only
A searchable project list appears. Select the individual projects that should have access to this state. At least one project must be selected. New projects created after the state is saved are not automatically included — you must add them manually via the edit modal.

Reading the states list

The states list in Admin → Workflows shows the project assignment for each state in the Projects column:

  • All Projects badge — the state is assigned globally and available everywhere.
  • Count badge (e.g., 3 projects) — the state is restricted to a specific number of projects.
  • None warning — the state is in specific-projects mode but no projects are currently selected. The state will not appear in any project until at least one is assigned.

A state with no assigned projects is effectively invisible. If a state shows a "None" badge, it will not appear in any project. Open the edit modal and assign at least one project to make it usable.

Changing assignment

You can switch between all-projects and specific-projects modes at any time by editing the state. Switching from specific to all-projects immediately makes the state available in every project. Switching from all-projects to specific-projects removes it from all projects until you select at least one.

Typical patterns

  • Shared core states — assign states like Not Started, In Progress, and Done to all projects so every team has a consistent baseline.
  • Team-specific states — assign states like Pending Sign-off or Blocked by QA only to the projects where those workflows apply, keeping other projects' state pickers clean.