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6,580 bytes removed, 19:23, 22 October 2021
→‎Status Translation Settings
 
==Overview==
Statuses represent a core concept within the SmartSimple Cloud platform. Each status represents the '''state''' of the related object. Statuses can be defined with the Universal Tracking application for all types of objects that you create; Level 1 objects and Level 2 and Level 3 activities. You can also use statuses with both contacts and organizations. This article concentrates on the use of Statuses for the Universal Tracking Application but the same logic applies to contact and organization statuses.
Statuses represent a core concept within the SmartSimple platform. Each status represents the '''state''' of the related object. ===Why?===Statuses can be defined with the Universal Tracking application for assigned to all the types of objects that you create; Level 1 objects records in SmartSimple Cloud, including [[User|users]] and Level 2 and Level 3 activities[[Organization hierarchy|organizations]]. You can also use By assigning statuses to [[Entity|entities]] in your system, you are able to track your relationships with anyone and everyone that you interact with , both contacts and organizations. This article concentrates on the use of Statuses for the Universal Tracking Application but the same logic applies to contact [[Internal|internally]] and organization statuses[[External|externally]].
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.
=Configuration - Essentials=
==Creating UTA Statuses==
To edit with statuses within a UTA, you need '''Administrator Access''' for that UTA. If you have this permission, go to the '''Configuration Settings''' on the UTA, signified by the gear icon. Next, choose the Level 1, Level 2, or Level 3 tab, and then click on the '''Statuses''' link.
To work with statuses within a UTA you need the Manager Permission for that UTA. If you have this permission, go to the ConfigurationSettings on the UTA, choose the Level 1 or Level 2 tab, and then click on the Statuses link. [[Image:status-001ApplicationStatuses.png|400px600px]]
The '''Status''' settings for Level 1, Level 2 and Level 3 are similar, with a few differences outlined below.
* For Level 1 statuses , click the '''Statuses''' link in the Level 1 settings pagetab, located second from the left in the [[UTA Settings - Settings|UTA Settings]].* For Level 2 and 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 2 3 settings sectiontab, located fourth from the left in the [[UTA Settings - Settings|UTA Settings]] (if enabled).[[Image:status-002ActivityStatuses.png|400px600px]]
::'''Note''''': Level 2 and Level 3 Statuses are both created and managed on the same page.''
::''By default any statuses you create here 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 (described below).''
* Details of each status are displayed when you click into a specific status.
 
==Organization/Contact Statuses==
:* Organization statuses are accessible from [[Global Settings]] > [[Organization|Organizations]] > Statuses.
:* Contact statuses are accessible from [[Global Settings]] > [[User|Users]] > Statuses.
*Organization statuses are accessible from [[Global Settings]] > Organizations & Users >[[Company & Account Settings]].
*Contact statuses are accessible from [[Global Settings]] > Organizations & Users >[[User & Contact Settings]].
*Use the '''Organization Statuses''' link to create a new status.
 
 
==Referencing Statues as value==
 
You can reference the status of any status based object (Level 1, Level 2, Level 3, Contact or Organization) by referring the object and one of the following status qualifiers.
 
@Contact.status@ returns the status name for example: Active
 
*statusid (the numeric identified of the status), statuscaption (the alternative caption of the status) can also be referenced.
 
*This syntax can be used within Submit Logic Validation script by adding the object type prefix:
"@level1.client.statuscaption@"
 
The status caption will be references. Example:
 
Verified
 
See '''[[Submit Logic]]''' for detailed instructions.
==Status Settings==
Each status has the following settings:
Each status has the following settings:
===General Tab===
:* '''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 new record is created.
:* '''Is Default Copy Status''' (UTA Statuses only) - When the ''Copy'' button is used to create a copy of a UTA record, the new record will have the status that has this setting enabled. If no status is set as '''Is Copy Status''', copied UTA 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 ID''' - Internal unique system ID that can be used to reference the status.
* '''Language''' - [[Language]] each status can be defined in multiple languages.
* '''Name''' - Name for the '''Status'''.
* '''Caption''' - Default [[Caption|display name]] for the status.
* '''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.
* '''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:''' Description only manifests on the configuration 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.
* '''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 new record is created.
* '''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.
* '''Display Buttons''' - Controls which default Save 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.
===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 ''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.''
====Availability====:* '''Available Status Availability''' - Only available when configuring Level 2 on User and Organization statuses. Statuses. By default any statuses created for a Level 2 will be added here are 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)selected from this status.:* '''Allow to Set RolesEnabled on Record Types''' - The specific [[Role|roles]] that can set the statusOnly available in UTA Statuses. If you do not set a role, then any [[User|user]] can set any This status.* '''Override Lock Roles''' - The specific [[Role|roles]] will be available to which the ''Lock On Status'' setting does not applyrecord types added here. If you enable '''Lock on Status''' and do not set an ''Override Lock Rolea type,'' then the item cannot be unlocked.::'''''Note:''' Any [[Role]] with the UTA [[Manager Permission]] status will be able to override the '''Lock available on Status''' setting, even if not specified here.''  ===Annotation Settings=== The following settings are used to control the behaviour all record types of the object when annotation has been applied to fields.  *'''View Annotation Roles''' - defines the roles that can view annotations that have been added to the object at this status (annotation is only available for UTA objects)level entity.*'''View and Create Annotation Roles''' - defines the roles that can view and create annotations that have been added to the object at this status.*'''Edit Field in Annotation Mode Roles''' - defines the roles that edit fields that have had annotations attached. *'''Open Record in Annotation Mode''' - defines the roles that can edit the entire record in annotation mode.  === Status and Level 1 Templates===
The final setting on this page controls the specific [[Template|templates]] for which the status is ====Annotation System Role Permissions====Only available. You can also restrict which '''in UTA Statuses''' are available to each Level 1 Template by navigating into the template itself. See [[Level 1 Templates#Associating Templates with Statuses|Roles added here]] for detailswill have different levels of access to Annotation Mode in this status.
:** '''View Annotation Roles''' - defines the roles that can view annotations that have been added to the object at this status (annotation is only available for UTA objects).
:** '''View and Create Annotation Roles''' - defines the roles that can view and create annotations that have been added to the object at this status.
:** '''Edit Field in Annotation Mode Roles''' - defines the roles that edit fields that have had annotations attached.
:** '''Open Record in Annotation Mode''' - defines the roles that can edit the entire record in annotation mode.
==Status History==
If the [[Standard_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 dotted line clock and refresh icon under the Status field.
When they hover over the Status field then they will see the History icon.
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.
[[Image:StatusHistoryChartStatusFieldHistory.png|800px|border]]
==Status Translation OptionsSettings==Specify a status Caption and Group Name for each desired language.
Specify :* 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 for each desired will be displayed to users based on the languagespecified in their [[Personal Settings]].
* Select the language from the Language drop-down list.  :[[Image:Status-003.png|400px]] * Enter the desired caption translation and save. * The relevant language caption will be displayed to users based on the language specified in their [[Personal Settings]].   ==Button OptionsSee Also== For each status you determine which of the "Save", "Save Draft" and "Save & New" buttons are available to the :** [[UserStatus lock|userStatus Lock]] with the '''Display Buttons''' setting mentioned above. The '''Submit''' button is not included in the '''Display Buttons''' options. The '''Submit''' button will be displayed whenever the '''Submit Button Status''' has been defined. {| border="1"|'''Button'''||'''Description'''|-|Save|* This button validates all fields in the record, ensuring that mandatory fields and formatting requirements are satisfied.* 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 requirements are satisfied.* It saves the record and changes the status to the status defined in the '''Submit Button Status''' section of the original status.* ''Note that the label on the Submit button can be defined in the '''Caption''' section of the status page, so may appear with another name.'''''Important:''' If a '''''Submit Button Script''''' has been defined the Submit button will run that function, and will '''NOT''' perform the tasks listed above.|}  ===Submit Button Script (Level 1 Only)===In order to use the Submit Button Script you <u>must</u> select a '''Submit Button Status''' so that the '''Submit''' button will appear.<br>You must also create a [[Browser Script]] containing a [[JavaScriptSubmit Logic]] function that is called within the '''Submit Button Script''' setting.:* This feature can be used to perform tasks such as confirmation or custom validation of the data on the page, prior to submission. * The function must return either a value of '''true''' if the record should be submitted; or '''false''' if the record should not be submitted.* Standard and Custom Field validation is performed '''after''' this script is run, provided that the function has returned '''true'''. If the function returns '''false''' no further validation is performed and the record is <u>not</u> saved/submitted.* You can optionally re-label the Submit button using the '''Caption''' setting and you can select an icon for the button. For example, if your Browser Script contains a function called ''customsubmit'' you would put the following into the '''Submit Button Script''' section::[[Image:Bsf.pngBatch Update]] 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 [[JavaScriptLevel 1 Templates]] is case sensitive.  If you would like to define a custom script that runs when a record is saved or submitted you can use '''[[savefunc]]'''.  ==Status Availability== By default any statuses you create here 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. The following 3 options are available:  * 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== 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 [[UTAStatus Indicator]] 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:
:[[Image:StatusTrigger.png]]
Which brings you to the Status Trigger page:{|alignstyle="background-color: #f0f0f0; border-style: solid; border-width: 2px;" cellpadding=top"5"
|-
|'''Level 1:'''<br>:[[Image:StatusTrigger2.png|border|Level 1]]|'''Level 2:'''<br>:[[Image:StatusTrigger3.png|border|Level 2]]|} * 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 Also==* [[Status lock|Status Lock]]* [[Submit Logic]]* [[Batch Update]]* [[Level 1 Templates]]* [[Status Indicator]]  {| cellpadding="5" style="background-color:#F0F0F0;border-style: solid; border-width: 2px"| [[Image:Previous.png|link=Status Field Permissions]] &nbsp;[[Status Field Permissions]]|| &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;|| [[Level 1 Templates]] &nbsp;[[Image:Next.png|link=Level 1 Templates]]
|}
 
[[Category:Universal Tracking Application]][[Category:Glossary]][[Category:Process Flow]]
Garrett Alford
Smartstaff
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Retrieved from ‘https://wiki.smartsimple.com/wiki/Special:MobileDiff/31474...39173’

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