Changes

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 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 Applicationbut the same logic applies to contact and organization statuses. ===Why?===Statuses can be assigned to all records in SmartSimple Cloud, including [[User|users]] allows and [[Organization hierarchy|organizations]]. By assigning statuses to [[Entity|entities]] in your system, you are able to define track your relationships with anyone and everyone that you interact with, both [[Internal|internally]] and [[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 your 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 and , or Level 3 recordstab, and then click on the '''Statuses''' link. The Statuses can be used to track the state or condition of the records [[Image:ApplicationStatuses. png|600px]]

* For Level 1 statuses, click the '''Statuses''' link in the Level 1 settings tab, 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]]  * Details of each status are displayed when you click into a specific status. ==Creating Organization/Contact Statuses==:* Organization statuses are accessible from [[Global Settings]] > [[Organization|Organizations]] > Statuses.:* Contact statuses are accessible from [[Global Settings]] > [[User|Users]] > Statuses.

===General Tab===:* '''Status ID''' - Internal unique system ID that can be used to reference the status.:* '''Name''' - Display 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 settings and dropdown.:* '''Description''' - Any comments or notes you wish to include (these don't manifest anywhere except on this page).* '''Submit Button StatusNote:''' - This feature is used to present Description only manifests on the user with a '''Submitconfiguration page.:* ''' button. You associate an additional status with this submit button. When the [[User|userStatus Group Name]] clicks the '''Submit''' button the status of the record is changed - Used to the selected mask multiple individual statuses within a single overall status. This may trigger a [[Workflow|workflow]] or lock the item if the new status has the '''Lock on Status''' enabled. The '''Submit''' button will be displayed if a '''Status''' is selected only available in this sectionUTA Statuses. :* '''Submit Button LabelTooltip''' - Defines a description to be displayed when the label for user moves their mouse over the '''Submit''' button. If no label is provided caption (when displayed used the button will say '''Submit'''Status Indicator).* '''Submitted URL''' - When the '''Submit''' button This is pressed at this status, instead of remaining only available on the view of the current record the user will be redirected to the URL defined in this section. If no URL is entered the current record will stay in viewlevel one statuses.:* '''Colour Color Code''' - The colour color code used to indicate each status. This colour color will be used in the list view and the details view. Click the colour 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 the item a new record is saved or submittedcreated.:* '''Is Default Copy Status''' (Level 2 & 3 UTA Statuses only) - * When the ''Copy'Display Buttons''' - Controls which buttons are available button is used to create a copy of a UTA record, the user for a new record at this will have the status. (See [[#Button Options|Button Options]] below).* '''Button Script Function''' (Level 1 only) - Allows you to define a function or script that is called when the '''Submit''' button is clicked. (See [[#Button Options|Button Options]] below).* '''Roles That Override Lock''' - The specific [[Role|roles]] that can unlock a locked itemhas this setting enabled. If you enable no status is set as '''Lock on Is Copy Status''' and do not set a role, then copied UTA records will have the item cannot be unlockedsame status as the original record.::'''''Note:''' Any [[Role]] with the UTA [[Manager Permission]] will be able to override the '''Lock on Status''' setting, even if not specified here.''* '''Roles that Can Set This Exclude from StatusIndicator''' - The specific [[Role|roles]] that can set Checking this will exclude this status from the status. If you do not set a role, then any [[User|userStatus Indicator]] can set any statusLevel 1 Standard field.

==Button Options=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.''

For each status you determine which of the "Save", "Save Draft" ====Availability====:* '''Available Status''' - Only available on User and "Save & New" buttons Organization statuses. Statuses added here are available to the [[User|user]] with the be selected from this status.:* '''Display ButtonsEnabled on Record Types''' setting mentioned above- Only available in UTA Statuses. This status will be available to record types added here. If you do not set a type, then the status will be available on all record types of this level entity.

The '''Submit''' button is not included ====Annotation System Role Permissions====Only available in the '''Display Buttons''' optionsUTA Statuses. The '''Submit''' button Roles added here will be displayed whenever the '''Submit Button Status''' has been definedhave different levels of access to Annotation Mode in this status.

{| border="1"|:** '''ButtonView Annotation Roles'''||'''Description'''|-|Save|* This button validates all fields in defines the record, ensuring roles that can view annotations that mandatory fields and formatting requirement are satisfied.* Clicking have been added to the Save button does not change the current object at this status(annotation is only available for UTA objects).|-|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 are satisfied.* It saves the record and changes the status to the status defined in the '''Submit Button StatusView and Create Annotation Roles''' section of - defines the roles that can view and create annotations that have been added to the original object at this status.:** ''Note that the label on the Submit button can be defined 'Edit Field in the Annotation Mode Roles'''Submit Button Label''' section of - defines the status page, so may appear with another nameroles that edit fields that have had annotations attached.'''''Important:** ''' If a Open Record in Annotation Mode'''''Button Script Function''''' has been defined - defines the Submit button will run roles that function, and will '''NOT''' perform can edit the tasks listed aboveentire record in annotation mode.|}

===Button Script Function (Level 1 Only)=Status History==In order to use If the Button Script Function you <u>must</u> select a '''Submit Button [[Standard_Level_1_Field_List|Status''' so that the '''Submit''' button will appear.* When you have defined a Button Script Function the Submit button will '''NOT''' cause the status to be changed. Instead it runs the script/function defined here. * This feature can be used to create a Standard field]] is configured with [[Track Changes]] enabled then any user with [[Custom Manager Permissions - System Permissions|View Field Type: Special – Browser Script|Browser ScriptHistory Permissions]] that will perform custom validation of the data on the page, see a small clock and can then optionally change refresh icon under the status or execute the submit function as part of the script.* You can optionally re-label the Submit button using the '''Submit Button Label''' setting)Status field.

Sometimes you When they click on the History icon then they will need to control see a breakdown of the history plus a bar chart showing the amount of time spent in each status associated with level 2 and level 3 items based on . The duration (in days) can be included when building a status change at report by including data from the level 1 item"Standard Field Audit Log" dataset.

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'''[[Image:StatusFieldHistory.png|800px|border]]

For each level one ==Status Translation Settings==Specify a status change you can control status changed Caption and Group Name 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 abandonedeach desired language.

Status Triggers can be defined by clicking :* When editing a status, select the '''Status TriggerTranslation Settings''' link when editing button from the top of the relevant Statuswindow.:* Select the language from the '''Language''' drop-down list.:[[Image:StatusTriggerStatusTranslationSettings.png|600px]]:* Enter the desired '''Caption''' translation and '''Group Name''' and click '''Save'''.:* The relevant language caption will be displayed to users based on the language specified in their [[Personal Settings]].

Which brings you to the Status Trigger page:==See Also==''':Level 1:'''<br>** [[Status lock|Status Lock]]::** [[Image:StatusTrigger2.png|border|Level 1Submit Logic]]:'''Level 2:'''<br>** [[Batch Update]]::** [[Image:StatusTrigger3.png|border|Level 21 Templates]]'''Note:''' ** [[Status Indicator]]

{| style="background-color: #f0f0f0; border-style: solid; border-width: 2px;" cellpadding=See Also="5"|-||[[Image:Previous.png|link=Status Field Permissions]] &nbsp;[[Status Field Permissions]]||&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;* ||[[Batch UpdateLevel 1 Templates]]* &nbsp;[[Image:Next.png|link=Level 1 Templates]]|}

[[Category:Universal Tracking Application]][[Category:Glossary]][[Category:Process Flow]]