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:Uta41ApplicationStatuses.png|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]]
* '''Name''' - Display name for the '''Status'''.
* '''Display Order''' - The order that statuses are displayed in the '''Status''' combo box.
* '''Description''' - Any comments or notes you wish to include (these don't manifest anywhere except on this page).
* '''Submit Button Status''' - This feature is used to present the user with a '''Submit''' button. You associate an additional status with this submit button. When the [[User|user]] clicks the '''Submit''' button the status of the record is changed to the selected 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 in this section.
* '''Submit Button Label''' - Defines the label for the '''Submit''' button. If no label is provided the button will say '''Submit'''.
* '''Submitted URL''' - When the '''Submit''' button is pressed at this status, instead of remaining 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 view.
* '''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 the item is saved or submitted.
* '''Is Copy Status''' (Level 2 & 3 only) -
* '''Display Buttons''' - Controls which buttons are available to the user for a record at this 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 item. If you enable '''Lock on Status''' and do not set a 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.''
* '''Roles that Can Set This Status''' - The specific [[Role|roles]] that can set the status. If you do not set a role, then any [[User|user]] can set any status.
* Details of each status are displayed when you click into a specific status.
You can restrict which '''==Organization/Contact Statuses'' ==:* Organization statuses are available to each Level 1 Templateaccessible from [[Global Settings]] > [[Organization|Organizations]] > Statuses. See :* Contact statuses are accessible from [[Global Settings]] > [[Level 1 Templates#Associating Templates with StatusesUser|hereUsers]] for details> Statuses.
==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.
The '''Submit''' button is not included in the '''Display Buttons''' options. The '''Submit''' button will be displayed whenever the '''Submit Button ==Status''' Settings==Each status has been defined.the following settings:
{| border="1"
|'''Button'''||'''Description'''
|-
|Save
|
* This button validates all fields in the record, ensuring that mandatory fields and formatting requirement 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 requirement 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 '''Submit Button Label''' section of the status page, so may appear with another name.''
'''Important:''' If a '''''Button Script Function''''' 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 Button Script Script you <u>must</u> select a '''Submit Button 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 [[Custom Field Type: Special – Browser Script|Browser Script]] that will perform custom validation of the data on the page, and can then optionally change 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 Triggers=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.
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 ===Permissions and Availability Tab=======Role Permissions====:* '''Allow to Set Roles''' - The specific [[Role|roles]] that can set the status change . If you do not set a role, then any [[User|user]] can control set any status changed for all level 2 and level 3 items. You can further control this behavior by restricting :* '''Override Lock Roles''' - The specific [[Role|roles]] to which the trigger to specific types of level 2 ''Lock On Status'' setting does not apply. If you enable '''Lock on Status''' and level 3 itemsdo not set an ''Override Lock Role,'' then the item cannot be unlocked. Using :*: '''''Note:''' Any [[Role]] with the previous example you may not wish UTA [[Manager Permission]] will be able to change override the status '''Lock on a “reporting” type level 2 activity simply because the project is abandonedStatus''' setting, even if not specified here.''
====Availability====:* '''Available Status Triggers can ''' - Only available on User and Organization statuses. Statuses added here are available to be defined by clicking the selected from this status.:* '''Status TriggerEnabled on Record Types''' link when editing - Only available in UTA Statuses. This status will be available to record types added here. If you do not set a type, then the relevant Status::[[Image:StatusTriggerstatus will be available on all record types of this level entity.png]]
Which brings you to the Status Trigger page:{|align=top|-|'''Level 1:'''<br>===Annotation System Role Permissions====:[[Image:StatusTrigger2Only available in UTA Statuses.png|border|Level 1]]|'''Level 2:'''<br>:[[Image:StatusTrigger3Roles added here will have different levels of access to Annotation Mode in this status.png|border|Level 2]]|}
:** From '''Level 1View Annotation Roles''' you - defines the roles that can define view annotations that have been added to the object at this status triggers (annotation is only available for associated Level 2 records, Level 3 records, and TransactionsUTA objects).:** From '''LevelView and Create Annotation Roles''' 2 you - defines the roles that can define view and create annotations that have been added to the object at this status triggers for the associated Level 1 record (.:** '''Edit Field in Annotation Mode Roles''' - defines the "parent") as well as any associated Level 3 recordsroles that edit fields that have had annotations attached.:** '''LevelOpen Record in Annotation Mode''' 3 status triggers are not supported- 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 clock and refresh icon under the Status field.
* 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 When they click on the defined '''Type/Template''' any associated records that were at History icon then they will see a breakdown of the history plus a bar chart showing the amount of time spent in each status selected . The duration (in '''Status Filter''' will days) can be changed to included when building a report by including data from the '''Set Status To''' status"Standard Field Audit Log" dataset.
* Any number of triggers can be created[[Image:StatusFieldHistory.png|800px|border]]
==Submit LogicStatus Translation Settings==* This feature provides for the creation of any number of submission rules that control Specify 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 status Caption and/or Level 3.* The Submit Logic feature is associated with a particular status. Associating the conditions with Group Name for each status allows for different statuses to control sets of Submit Logic rulesdesired language.
:* 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 displayed to users based on the language specified in their [[Personal Settings]].
See '''[[Submit Logic]]''' for detailed instructions.
==See Also==
:** [[Status lock|Status Lock]]:** [[Submit Logic]]:** [[Batch Update]]:** [[Level 1 Templates]]:* * [[Status Indicator]] {| style="background-color: #f0f0f0; border-style: solid; border-width: 2px;" cellpadding="5"|-||[[Image:Previous.png|link=Status Field Permissions]] [[Status Field Permissions]]|| ||[[Level 1 Templates]] [[Image:Next.png|link=Level 1 Templates]]|}
[[Category:Universal Tracking Application]][[Category:Glossary]][[Category:Process Flow]]
