The ==Overview==Statuses represent a core concept within the SmartSimple Cloud platform. Each status represents the '''Settingsstate''' page within of the related object. Statuses can be defined with the [[Universal Tracking Application]] allows application for all types of objects that you to define '''Statuses''' for your create; Level 1, objects and Level 2 and Level 3 recordsactivities. The Statuses You can be used to track also use statuses with both contacts and organizations. This article concentrates on the state or condition use of Statuses for the Universal Tracking Application but the recordssame logic applies to contact and organization statuses.
The '''Status''' settings for Level 1===Why?===Statuses can be assigned to all records in SmartSimple Cloud, Level 2 including [[User|users]] and Level 3 [[Organization hierarchy|organizations]]. By assigning statuses to [[Entity|entities]] in your system, you are similarable to track your relationships with anyone and everyone that you interact with, with a few differences outlined belowboth [[Internal|internally]] and [[External|externally]].
==Creating Statuses==A good use-case for the benefits of statuses is if you have an organization's '''Status '''as '''Registered, '''but not yet '''Verified. '''Once their status is switched into '''Verified, '''you are able to enter that information to change their status in your [[SmartSImple]] [[instance]], and both the status and record will be updated simultaneously. You can create as many status options as you need; they can be modified and updated in your [[Global Settings]], [[UTA Settings - Settings|UTA Settings]], as well as from any individual organization or applicant record.
'''Statuses''' can be created and modified using the '''Settings''' page of your [[=Configuration - Essentials===Creating UTA]].<br>[[Image:Statuses.PNG]]==* For Level 1 To edit with statuses click the within a UTA, you need '''StatusesAdministrator Access''' link in the Level 1 settings sectionfor that UTA.* For Level 2 and Level 3 statuses click If you have this permission, go to the '''StatusesConfiguration Settings''' link in on the UTA, signified by the Level 2 settings sectiongear icon. ::'''Note''''': Level 2 and Level 3 Statuses are both created and managed on Next, choose the same page.''::''By default any statuses you create here will be available to both Level 2 and Level 3 records1, but can be restricted to either Level 2 , or Level 3 using tab, and then click on the '''Status AvailabilityStatuses''' section (described below)link.''
* Existing Statuses are listed on the left of the page.* Details of each status are displayed on the right of the page and new statuses are added to the right of the page.[[Image:StatusSettingsPageApplicationStatuses.png|link=600px]]
==The '''Status Settings==''' settings for Level 1, Level 2 and Level 3 are similar, with a few differences outlined below.
Each status has * For Level 1 statuses, click the following '''Statuses''' link in the Level 1 settingstab, located second from the left in the [[UTA Settings - Settings|UTA Settings]].* For Level 2 statuses, click the '''Statuses''' link in the Level 2 settings tab, located third from the left in the [[UTA Settings - Settings|UTA Settings]] (if enabled).* For Level 3 statuses click the '''Statuses''' link in the Level 3 settings tab, located fourth from the left in the [[UTA Settings - Settings|UTA Settings]] (if enabled).[[Image:ActivityStatuses.png|600px]]
* '''Status ID''' - Internal unique system ID used when referencing the status.
* '''Language''' - [[Language]] that the current Name value will apply against. Users can specify different [[#Translation Options|translation options]] for the languages used when accessing the system.
* '''Name''' - Name for the '''Status'''.
* '''Caption''' - Default [[Caption|display name]] for the status.
* '''Display Order''' - The order that statuses are displayed in the '''Status''' combo box.
* '''[[Status Group Name|Group Name]]''' - Used in conjunction with the [[Arcadia Settings]] to mask multiple individual statuses with a single overall status.
* '''Description''' - Any comments or notes you wish to include. '''Note:''' These don't manifest anywhere except on this page.
* '''Colour Code''' - The colour code used to indicate each status. This colour will be used in the list view and the details view. Click the colour palette button to display a colour picker.
* '''Display Buttons''' - Controls which buttons are available to the user for a record at this status. (See [[#Button Options|Button Options]] below).
* '''Template Page Submit Status''' - Controls the assigned status when submitted via a template page.
* '''Lock On Status''' - This setting is used to lock the record so that it cannot be changed until it is unlocked.
* '''Is Default Status''' - Determines the default status to be selected when the item is saved or submitted.
* '''Is Default Copy Status''' (Level 2 & 3 only) - When the ''Copy'' button is used to create a copy of a Level 2 or Level 3 record, the new record will have the status that has this setting enabled. If no status is set as '''Is Copy Status''', copied Level 2 or Level 3 records will have the same status as the original record.
* '''Exclude from Status Indicator''' - Checking this will exclude this status from the [[Status Indicator]] Level 1 Standard field.
* '''Status Availability''' - Only available when configuring Level 2 Statuses. By default any statuses created for a Level 2 will be available to both Level 2 and Level 3 records, but can be restricted to either Level 2 or Level 3 using the Status Availability section. (See [[#Status Availability|Status Availability]] below).
* '''Allow to Set Roles''' - The specific [[Role|roles]] that can set the status. If you do not set a role, then any [[User|user]] can set any status.
* '''Override Lock Roles''' - The specific [[Role|roles]] to which the ''Lock On Status'' setting does not apply. If you enable '''Lock on Status''' and do not set an ''Override Lock Role,'' then the item cannot be unlocked.
::'''''Note:''' Any [[Role]] with the UTA [[Manager Permission]] will be able to override the '''Lock on Status''' setting, even if not specified here.''
* '''Enabled on Level 1 Templates''' - The specific [[Template|templates]] that the status is available against. You can also restrict which '''Statuses''' are available to each Level 1 Template by navigating into the template itself. See [[Level 1 Templates#Associating Templates with Statuses|here]] for details.
==Translation Options==* Details of each status are displayed when you click into a specific status.
The system allows a Status to have multiple captions added, potentially one for each language available in the system==Organization/Contact Statuses==:* Organization statuses are accessible from [[Global Settings]] > [[Organization|Organizations]] > Statuses.:* Contact statuses are accessible from [[Global Settings]] > [[User|Users]] > Statuses.
* Select the language from the Language drop-down list.
:[[Image:Translate1.png|link=]]
* In the resulting screen populate the Caption field with an appropriate value for the selected language. ==Status Settings==* You can also enter a translation for the [[Status#Status_Settings|Group Name]] of Each status has the status.following settings:
:[[Image:StatusTranslation.png|link=]]
* Click Save
===General Tab===:* Now '''Status ID''' - Internal unique system ID that can be used to reference the status.:* '''Name''' - Name for the '''Status'''.:* '''Caption''' - Default [[Caption|display name]] for the status.:* '''Display Order''' - The order that statuses are displayed in the '''Status''' settings and dropdown.:* '''Description''' - Any comments or notes you wish to include. '''Note:''' Description only manifests on the configuration page.:* '''[[Status Group Name]]''' - Used to mask multiple individual statuses within a single overall status. This is only available in UTA Statuses. :* '''Tooltip''' - a description to be displayed when the user moves their mouse over the caption (when displayed used the Status Indicator). This is only available on level one statuses.:* '''Color Code''' - The color code used to indicate each status. This color will be used in the list view and the details view. Click the color palette button to display a colour picker.:* '''Lock On Status''' - This setting is used to lock the record so that it cannot be changed until it is unlocked.:* '''Is Default Status''' - Determines the default status to be selected when a usernew record is created.:* '''Is Default Copy Status''' (UTA Statuses only) - When the ''Copy'' button is used to create a copy of a UTA record, who the new record will have the status that has this language configured against their [[Personal Settings]]setting enabled. If no status is set as '''Is Copy Status''', accesses copied UTA records will have the same status as the system then they original record.:* '''Exclude from Status Indicator''' - Checking this will see the exclude this status labelled using from the relevant caption[[Status Indicator]] Level 1 Standard field.
==Button Options==
For each status you determine which of the "Save", "Save Draft" and "Save & New" buttons are available to the [[User|user]] with the '''Display Buttons''' setting mentioned above.
===Permissions and Availability Tab=======Role Permissions====:* '''Allow to Set Roles''' - The specific [[Role|roles]] that can set the status. If you do not set a role, then any [[User|user]] can set any status.:* '''Override Lock Roles'''- The specific [[Role|roles]] to which the 'Submit'Lock On Status'' button is setting does not included in the apply. If you enable '''Lock on Status'''and do not set an 'Display Buttons'Override Lock Role,'' optionsthen the item cannot be unlocked. The :*: '''''SubmitNote:''' button Any [[Role]] with the UTA [[Manager Permission]] will be displayed whenever able to override the '''Submit Button Lock on Status''' has been definedsetting, even if not specified here.''
{| border="1"===Availability====|:* '''ButtonAvailable Status'''||'''Description'''|-|Save|* This button validates all fields in the record, ensuring that mandatory fields Only available on User and formatting requirement are satisfiedOrganization statuses.* Clicking the Save button does not change the current status.|-|Save Draft|* Save Draft saves the record, but performs NO validation.* This button should always be used in conjunction with at least the Submit button.|-|Save & New|* The Save & New button validates all fields in the record, saves the item, then displays a new record.|-|Submit|* The Submit button validates all fields in the record, ensuring that mandatory fields and formatting requirement Statuses added here are satisfied.* It saves the record and changes the status available to the status defined in the '''Submit Button Status''' section of the original be selected from this status.:* ''Note that the label 'Enabled on the Submit button can be defined in the Record Types'''Submit Button Label''' section of the - Only available in UTA Statuses. This status page, so may appear with another namewill be available to record types added here.'''''Important:''' If you do not set a '''''Submit Button Script''''' has been defined type, then the Submit button status will run that function, and will '''NOT''' perform the tasks listed abovebe available on all record types of this level entity.|}
====Annotation System Role Permissions====
Only available in UTA Statuses. Roles added here will have different levels of access to Annotation Mode in this status.
===Submit Button Script (Level 1 Only)===In order to use the Submit Button Script you <u>must</u> select a :** '''Submit Button StatusView Annotation Roles''' so that - defines the '''Submit''' button will appear.<br>You must also create a [[Browser Script]] containing a [[JavaScript]] function roles that is called within the '''Submit Button Script''' setting.* This feature can be used view annotations that have been added to perform tasks such as confirmation or custom validation of the data on the page, prior to submissionobject at this status (annotation is only available for UTA objects). :** The function must return either a value of '''trueView and Create Annotation Roles''' if - defines the record should be submitted; or '''false''' if roles that can view and create annotations that have been added to the record should not be submittedobject at this status.:** Standard and Custom Field validation is performed '''afterEdit Field in Annotation Mode Roles''' this script is run, provided - defines the roles that edit fields that the function has returned '''true'''have had annotations attached. If the function returns :** '''falseOpen Record in Annotation Mode''' no further validation is performed and - defines the record is <u>not</u> saved/submitted.* You roles that can optionally re-label edit the Submit button using the '''Submit Button Label''' settingentire record in annotation mode.
For example, if your Browser Script contains a function called ''customsubmit'' you would put ==Status History==If the following into the '''Submit Button Script''' section::[[Image:Bsf.pngStandard_Level_1_Field_List|Status Standard field]] is configured with [[Track Changes]] enabled then any user with [[Manager Permissions - System Permissions|View Field History Permissions]]will see a small clock and refresh icon under the Status field.
The following sample [[JavaScript]] function will prompt the user to confirm if they want to submit the record.
<pre>
function customsubmit()
{
var answer = confirm ("Do you really want to submit this?")
if (answer)
{
alert ("Consider it done")
return true
}
else
{
alert ("Keep filling it in then")
return false
}
}
</pre>
* ''The "return false" isn't strictly necessary. If the function does not return true then false is assumed.''
* Note that [[JavaScript]] is case sensitive.
When they click on the History icon then they will see a breakdown of the history plus a bar chart showing the amount of time spent in each status. The duration (in days) can be included when building a report by including data from the "Standard Field Audit Log" dataset.
If you would like to define a custom script that runs when a record is saved or submitted you can use '''[[savefuncImage:StatusFieldHistory.png|800px|border]]'''.
==Status AvailabilityTranslation Settings==Specify a status Caption and Group Name for each desired language.
By default any statuses you create here :* When editing a status, select the '''Status Translation Settings''' button from the top of the window.:* Select the language from the '''Language''' drop-down list.[[Image:StatusTranslationSettings.png|600px]]:* Enter the desired '''Caption''' translation and '''Group Name''' and click '''Save'''.:* The relevant language caption will be available displayed to both Level 2 and Level 3 records, but can be restricted to either Level 2 or Level 3 using users based on the Status Availability sectionlanguage specified in their [[Personal Settings]].
The following 3 options are available==See Also==: ** [[Status lock|Status Lock]]:** [[Submit Logic]]:** [[Batch Update]]:** [[Level 1 Templates]]:** [[Status Indicator]]
* Available for Tasks - will make it available to both Level 2 and Level 3 records.
* Not available for Tasks - will make it available to Level 3 records only.
* Not available for Level 3 Activities - will make it available to Level 2 records only.
==Status Triggers={| style= Sometimes you will need to control the status associated with level 2 and level 3 items based on a status change at the level 1 item. For example, if you have an “abandoned” status for a project tracking [[UTA]] and you set a project to that status then you may need to set an “abandoned” status for all level 2 (or level 3 items) related to that project. This effect is achieved through a '''status trigger'''. For each level one status change you can control status changed for all level 2 and level 3 items. You can further control this behavior by restricting the trigger to specific types of level 2 and level 3 items. Using the previous example you may not wish to change the status on a “reporting” type level 2 activity simply because the project is abandoned. Status Triggers can be defined by clicking the '''Status Trigger''' link when editing the relevant Status:"background-color:[[Image#f0f0f0; border-style:StatusTrigger.png]] Which brings you to the Status Trigger pagesolid; border-width:{|align2px;" cellpadding=top"5"
|-
|'''Level 1:'''<br>:|[[Image:StatusTrigger2Previous.png|borderlink=Status Field Permissions]] [[Status Field Permissions]]|| ||[[Level 1Templates]]|'''Level 2:'''<br>: [[Image:StatusTrigger3Next.png|border|link=Level 21 Templates]]
|}
* From '''Level 1''' you can define status triggers for associated Level 2 records, Level 3 records, and Transactions.* From '''Level''' 2 you can define status triggers for the associated Level 1 record (the "parent") as well as any associated Level 3 records.* '''Level''' 3 status triggers are not supported. * The '''Type''' (or Template for Level 1) is selected in the '''Type Filter''' combo box.* The current status is selected in the '''Status Filter''' combo box. * The new status is selected in the '''Set Status To''' combo box.* The '''Add Trigger''' button is used to add the new trigger to the trigger list. So for the defined '''Type/Template''' any associated records that were at the status selected in '''Status Filter''' will be changed to the '''Set Status To''' status. * Any number of triggers can be created. ==Submit Logic==* This feature provides for the creation of any number of submission rules that control a submission process.* When a submission process is controlled by submission logic, then values at other levels can be validated.* Values are validated based on the sequence defined within the submission logic.* From Level 1 the submission rules can access any field at Level 1, account/contact fields, as well as aggregated fields at Level 2 and/or Level 3.* The Submit Logic feature is associated with a particular status. Associating the conditions with each status allows for different statuses to control sets of Submit Logic rules. See '''[[Submit Logic]]''' for detailed instructions.==See Also==* [[Status lock|Status Lock]]* [[Submit Logic]]* [[Batch Update]]* [[Level 1 Templates]]* [[Status IndicatorCategory:Universal Tracking Application]] {{PrevNextStart}}[[Status Field Permissions]]{{PrevNextMid}}[[Level 1 Templates]] {{PrevNextEnd}} [[Category:Universal Tracking ApplicationGlossary]][[Category:GlossaryProcess Flow]]
