With Statuses, you can track the current state of an app item.
For example, the Invoice app can have the following statuses: "Pending approval", "Approved", "Rejected" and "Paid". At any moment you can see where the invoice is in its life-cycle.
Users can change statuses manually when completing a corresponding task. For example, when a user approves an invoice, he or she changes its status to Approved.
Also, the statuses can be changed automatically within a business process.
Creating a status
Only users included in the Administrators group can create and edit statuses.
Click the gear icon next to the app's name and select Status Field.
The Configure app status page will open.
Check Add Status field. Enter the name of the new status and click Add or press Enter on your keyboard. The status will be added to the list with a special code that is used for working with API.
In the same way, create all the statuses that you need.
Select the statuses that will be used as final statuses. A final status cannot be changed to the next status in line.
For final statuses, you can check the Hide box. Items with hidden statuses will not be shown on the Kanban board, allowing you to focus on the current progress. You can find the hidden items by selecting the status in search parameters.
Editing a status
To change the name and the code of a status, click on the field that you want to edit and make the necessary changes. Also, you can check and uncheck the Final box at any moment.
Drag and drop the statuses to arrange them in the list.
Deleting a status
If you want to delete a status, click the recycle bin icon on the right-hand side of the status field and click OK to confirm.
Setting up manual change of a status
In order for the users to change the statuses manually on the item's page, go to the status settings page and check the Allow changing app status box.
The Next Status column will appear. Here you can set up the sequence in which you want the statuses to be changed.
The default value in the Next Status field is Next for all the statuses. Click on it if you want to select a different option.
- Any – users will be able to select any status from the list.
- Next – users will be able to change the current status to the one that stands next in the list. Drag and drop the statuses in the list to define the desired order.
Statuses – select the statuses that shall be available to the users. When changing the status, the users will be able to choose any of the selected statuses.
Note that these settings are not available for the statuses marked as Final.
Save the changes. Now users can change the status of an app item manually. To do so, they need to open the item's view page and select the required status on the side panel.
You can also change the statuses on the app page if you have selected the Board layout of app items.
Changing statuses in a business process
In a business process, statuses can be assigned automatically depending on the current process step. This is done by means of the Manage status element.
For example, when the accountant pays the invoice in the Invoice Approval process, the status of the invoice item automatically changes from "Approved" to "Paid".
The new status is displayed in the app on the item's page.
Change status button
If you want your employees to change the status of an app item right from the item's page, add the Change status button. Learn to set it up in this article.
Using the Change status button does not require you to enable manual change of statuses.
With this button, users can quickly change an item's status as well as leave a comment that will be displayed on the item's side pane.