Process Canvas: State

Understanding the State Section in Process Canvas

When designing a process, one of the first and most important concepts to grasp is the State. A state represents where an item currently is in the journey — much like a station on a train route. It helps everyone involved know the current status, the responsible party, and what should happen next.

What Is a State?

A state typically marks a milestone in your process. Examples include:

• Submitted – a form has been sent in.
• Approved – a manager has given the green light.
• Completed – all tasks are finished.

States can also indicate who is responsible at that point in time:

• With Procurement – the purchasing team is reviewing.
• Waiting for Customer Response – action is expected from the customer.

In other words, a state tells you:

1. Where the process currently stands
2. Who is responsible
3. What’s supposed to happen next

How to Name a State

Clear, consistent naming is crucial. A state can usually be expressed in two styles:

1. Pending action – the next step is waiting to happen.
   • Examples: Pending Payment, Pending Manager Approval, Waiting for Customer Feedback
2. Action completed – something has already been done.
   • Examples: Invoiced, Service Done, QC Completed

👉 Tip: Be consistent. Decide whether your team prefers “Pending…” vs. “… Done” and apply it across the system.

Tips for Configuring States

When setting up states in your process, consider these guidelines:

• Use adjectives or short phrases that are easy to understand (Pending, Completed, Verified).
• Ensure that the name reflects either an achievement (QC Done) or a next action required (Pending QC).
• Use states to mark key milestones — they should represent meaningful points in the process, not every small step.
• If helpful, make the state indicate the responsible group or role, such as Pending Manager Review.

The Train Journey Analogy

Think of your process like a train journey:

• States are train stations – they represent the stops along the journey.
• Activities are the tracks – they connect the stations and move the item forward.
• Fields are tickets – they carry the information needed at each step.

For example, a document might move through these stations:

• Pending → Submitted → Approved → Completed

Each state is clear, each transition is simple, and the entire journey makes sense to both business users and technical staff.

Why States Matter

Defining states well brings:

• Clarity – everyone knows the current stage of the process.
• Accountability – responsibilities are clearly indicated.
• Consistency – the same language and structure applies across the system.
• Efficiency – fewer errors and less back-and-forth communication.

Final Thought

A well-designed set of states forms the backbone of your process canvas. By naming states clearly, keeping them consistent, and treating them as meaningful milestones, you create a system that is intuitive, maintainable, and user-friendly.

Think of it this way: if your process is the journey, states are the stations where everyone knows exactly where they are and what comes next.