PWT: Reusable Stages
This feature will only be available to Pro, Pro w/ AI, and Enterprise tiers.
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This feature will only be available to Pro, Pro w/ AI, and Enterprise tiers.
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Note: This article assumes you've read "Projects in Motion: Regular Projects vs Workflow Projects". If you haven't, we recommend starting there for foundational concepts.
Creating consistent workflows across multiple projects can be challenging—until now. We're excited to introduce Reusable Stages, a powerful enhancement to Motion that allows you to standardize your processes and maintain consistency across all your Project Templates Reusable Stages are a powerful new feature to enhance your project creation process.
Previously, Project Workflow Templates (PWTs) could be saved and reused while individual stages within those PWTs could not. With reusable stages, the individual stages in a PWT can now be saved and efficiently utilized across multiple projects.
The addition of reusable stages will help you to maintain consistent stages across multiple PWTs, and streamline your processes to ensure consistency across your Team and organization. This guide will help you understand what Reusable Stages are and why they are beneficial, as well as what to expect during the migration process, and how to optimize your workspace after the migration process.
Reusable Stages transform how you manage Project Templates in Motion. Instead of recreating the same stages for different templates, you can now define stages as standalone entities that can be shared across multiple Templates. When you update a stage, the changes automatically apply to all templates using that stage, saving you time and keeping your processes aligned.
Here's what you can do with Reusable Stages:
Standardize Processes: Ensure that every project follows the same proven workflow for each stage.
Update Once, Apply Everywhere: When you improve a stage, the changes automatically apply to all templates using that stage.
Maintain Consistency: Keep your team aligned with standardized workflows across projects and departments.
Scale Efficiently: Create new Templates faster by reusing existing stages instead of starting from scratch.
To create a reusable stage, follow the instructions below:
Select the specific workspace you would like to create your reusable stage (Note: these stages are workspace-specific).
Select the 'Project Templates' option from atop the workspace settings.
Select '+ Create Stage' from the base of the Project Template page under 'Workspace Stages'.
Edit your reusable stage to meet your needs, and click 'save' to save your reusable stage.
Your created reusable stages will be saved and stored beneath the 'Workspace Stages' section.
To duplicate your reusable stage to another Motion workspace, follow the instructions listed below:
Select the specific workspace your reusable stage was created and saved in.
Select the 'Project Templates' option from atop the workspace settings.
Under 'Workspace Stages' locate the reusable stage you wish to duplicate.
Select the 3 horizontal dots located in the upper right-hand corner of your reusable stage.
Select 'Duplicate' and then select the workspace you wish to transfer this reusable stage.
Consistency: Standardize processes across your organization
Efficiency: Update a stage once to apply changes across all PWTs
Scalability: Create new PWTs faster by reusing existing stages
Governance: Maintain process consistency across teams and projects
A key feature of Reusable Stages is intelligent updates:
🟢 Active Projects: When you update a stage, changes will automatically apply to projects that haven't reached that stage yet.
🔴 In-Progress Stages: Projects currently in a stage or that have completed it won't be affected by updates, ensuring ongoing work isn't disrupted.
When creating or editing a Template, you can now select from your repository of reusable stages:
All the stages in the workspace will show up under "Add existing stage".
You can also choose to create a new stage to save to your workspace.
Before: Previously, project stages existed only within individual project workflow templates and had no relationship between similarly named stages across other project workflow templates.
Ex: Even though they contain the same information, the 'Design' stage in PWT A has nothing to do with 'Design' stage in PWT B.
After: Now, stages become reusable workspace-level items that can be shared across multiple PWTs, ensuring process consistency and project-creation efficiency.
Ex: Both PWT A and PWT B share the same 'Design' stage. So any change to the Design stage easily applies to both PWT A and B, simplifying your work.
All your existing PWTs will be migrated to this new structure.
Your projects will continue to function exactly as before.
We'll create necessary stage storage in your workspace.
Your existing PWTs will be updated to reference these stages.
Your day-to-day workflow will not be disrupted.
All existing projects and templates will continue to function as expected.
After migration, you may notice duplicate stages in your workspace. While your PWTs will continue to function normally, you might want to clean up these duplicates for better organization.
Identifying duplicate stages in your workspace.
Selecting a main stage version for each set of duplicates.
Updating any PWTs using duplicate stages to reference the main version.
Removing unnecessary duplicate stages.
Q: Will my existing projects be affected? A: No, all your existing projects will continue to function exactly as before.
Q: Do I need to clean up duplicate stages immediately? A: No, cleanup is optional and can be done at your convenience.
Q: What happens to stages currently in progress in active projects? A: Active projects will continue to function normally with no disruption.
Q: What happens if I modify a stage by adding or removing tasks? A: When you save changes to a stage, you'll receive a warning showing you which templates will be affected. These changes will automatically apply to all active projects using those templates where the modified stage hasn't started yet. Projects currently in that stage or that have already completed it won't be affected, ensuring ongoing work isn't disrupted.
Navigate to your Motion account settings .
Navigate to your Motion account settings .