Difference between revisions of "Status"

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The '''Settings''' page within the [[Universal Tracking Application]] allows you to define '''Statuses''' for your Level 1, Level 2 and Level 3 records. The Statuses can be used to track the state or condition of the records.  
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==Overview==
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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.
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===Why?===
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Statuses can be assigned to all records in SmartSimple Cloud, including [[User|users]] and [[Organization hierarchy|organizations]]. 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 [[Internal|internally]] and [[External|externally]].
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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.
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=Configuration - Essentials=
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==Creating UTA Statuses==
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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.
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[[Image:ApplicationStatuses.png|600px]]
  
 
The '''Status''' settings for Level 1, Level 2 and Level 3 are similar, with a few differences outlined below.
 
The '''Status''' settings for Level 1, Level 2 and Level 3 are similar, with a few differences outlined below.
  
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==Creating Statuses==
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* 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]].
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* 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).
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* 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).
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[[Image:ActivityStatuses.png|600px]]
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* Details of each status are displayed when you click into a specific status.
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==Organization/Contact Statuses==
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:* Organization statuses are accessible from [[Global Settings]] > [[Organization|Organizations]] > Statuses.
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:* Contact statuses are accessible from [[Global Settings]] > [[User|Users]] > Statuses.
  
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'''Statuses''' can be created and modified using the '''Settings''' page of your [[UTA]].<br>
 
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[[Image:Statuses.PNG]]
 
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* For Level 1 statuses click the '''Statuses''' link in the Level 1 settings section.
 
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* For Level 2 and Level 3 statuses click the '''Statuses''' link in the Level 2 settings section.
 
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::'''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).''
 
  
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* Existing Statuses are listed on the left of the page.
 
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* Details of each status are displayed on the right of the page and new statuses are added to the right of the page.
 
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[[Image:Uta41.png]]
 
  
 
==Status Settings==
 
==Status Settings==
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Each status has the following settings:
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Each status has the following settings:
 
  
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* '''Name''' - Display name for the '''Status'''.
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===General Tab===
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* '''Display Order''' - The order that statuses are displayed in the '''Status''' combo box.
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:* '''Status ID''' - Internal unique system ID that can be used to reference the status.
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* '''Description''' - Any comments or notes you wish to include (these don't manifest anywhere but on this page).
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:* '''Name''' - Name for the '''Status'''.
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* '''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 Level 1 item 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.
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:* '''Caption''' - Default [[Caption|display name]] for the status.
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* '''Submit Button Label''' - Defines the label for the '''Submit''' button. If no Label is provided the button will say '''Submit'''.
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:* '''Display Order''' - The order that statuses are displayed in the '''Status''' settings and dropdown.
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* '''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. (Only available at Level 1)
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:* '''Description''' - Any comments or notes you wish to include. '''Note:''' Description only manifests on the configuration page.
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* '''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.
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:* '''[[Status Group Name]]''' - Used to mask multiple individual statuses within a single overall status. This is only available in UTA Statuses. 
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* '''Lock On Status''' - This setting is used to lock the Level 1 item so that it cannot be changed until it is unlocked.
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:* '''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.
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* '''Is Default Status''' - Determines the default status to be selected when the item is saved or submitted.
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:* '''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.
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* '''Is Copy Status''' (Level 2/3 only) -  
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:* '''Lock On Status''' - This setting is used to lock the record so that it cannot be changed until it is unlocked.
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* '''Display Buttons''' - Controls the '''Save''' buttons available to the user for a level 1 item at this status (see [[#Save and Submit Options|below]])
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:* '''Is Default Status''' - Determines the default status to be selected when a new record is created.
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* '''Button Script Function''' -
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:* '''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.
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* '''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.
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:* '''Exclude from Status Indicator''' - Checking this will exclude this status from the [[Status Indicator]] Level 1 Standard field.
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::'''''Note''': Any [[Role]] with the UTA [[Manager Permission]] will be able to override the '''Lock on Status''' setting, even if not specified here.''
 
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* '''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.
 
  
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==Save and Submit Options==
 
  
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For each status you determine the save and submit options available to the [[User|user]].  There are eight settings available.
 
  
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[[Image:Uta59.png]]
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===Permissions and Availability Tab===
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====Role Permissions====
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:* '''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.
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:* '''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.
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:*: '''''Note:''' Any [[Role]] with the UTA [[Manager Permission]] will be able to override the '''Lock on Status''' setting, even if not specified here.''
  
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You do not need to associate all statuses with all types of Level 1 items. See [[Level 1 Templates#Associating Templates with Statuses]] for details.
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====Availability====
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:* '''Available Status''' - Only available on User and Organization statuses. Statuses added here are available to be selected from this status.
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:* '''Enabled on Record Types''' - 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.
  
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====Annotation System Role Permissions====
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Only available in UTA Statuses. Roles added here will have different levels of access to Annotation Mode in this status.
  
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==Status Triggers==
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:** '''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).
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:** '''View and Create Annotation Roles''' - defines the roles that can view and create annotations that have been added to the object at this status.
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:** '''Edit Field in Annotation Mode Roles''' - defines the roles that edit fields that have had annotations attached.
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:** '''Open Record in Annotation Mode''' - defines the roles that can edit the entire record in annotation mode.
  
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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.
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==Status History==
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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.
  
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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'''.
 
  
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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.
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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.
  
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1. Click the '''Negotiation Status''' link.
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[[Image:StatusFieldHistory.png|800px|border]]
  
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[[Image:Uta63.png]]
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==Status Translation Settings==
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Specify a status Caption and Group Name for each desired language.
  
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2. Click the '''Status Trigger''' tab.
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:* When editing a status, select the '''Status Translation Settings''' button from the top of the window.
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:* Select the language from the '''Language''' drop-down list.
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[[Image:StatusTranslationSettings.png|600px]]
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:* Enter the desired '''Caption''' translation and '''Group Name''' and click '''Save'''.
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:* The relevant language caption will be displayed to users based on the language specified in their [[Personal Settings]].
  
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The Status Trigger page is displayed.
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==See Also==
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:** [[Status lock|Status Lock]]
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:** [[Submit Logic]]
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:** [[Batch Update]]
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:** [[Level 1 Templates]]
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:** [[Status Indicator]]
  
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[[Image:Uta64.png]]
 
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* '''Level 2 Triggers''' are created in the top section of the page; level 2 triggers are added in the second trigger.
 
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* The '''level 2 Type''' is selected in the first combo box.
 
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* The current level 2 status is selected in the second combo box.
 
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* The new status is selected in the '''Set Status To''' combo box.
 
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* The '''Add Trigger''' button is used to add the new trigger to the trigger list.
 
  
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Any number of triggers can be created for level 2 and level 3.
 
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==See Also==
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{| style="background-color: #f0f0f0; border-style: solid; border-width: 2px;" cellpadding="5"
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* [[Batch Update]]
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|-
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* [[Level 1 Templates]]
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||[[Image:Previous.png|link=Status Field Permissions]] &nbsp;[[Status Field Permissions]]
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||&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;
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||[[Level 1 Templates]] &nbsp;[[Image:Next.png|link=Level 1 Templates]]
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|}
  
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[[Category:Universal Tracking Application]]
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[[Category:Universal Tracking Application]][[Category:Glossary]][[Category:Process Flow]]

Latest revision as of 14:23, 22 October 2021

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.

Why?

Statuses can be assigned to all records in SmartSimple Cloud, including users and organizations. By assigning statuses to entities in your system, you are able to track your relationships with anyone and everyone that you interact with, both internally and 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, 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.

ApplicationStatuses.png

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 tab, located second from the left in the 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 (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 (if enabled).

ActivityStatuses.png


  • Details of each status are displayed when you click into a specific status.

Organization/Contact Statuses


Status 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 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.


Permissions and Availability Tab

Role Permissions

  • Allow to Set Roles - The specific roles that can set the status. If you do not set a role, then any user can set any status.
  • Override Lock Roles - The specific 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 - Only available on User and Organization statuses. Statuses added here are available to be selected from this status.
  • Enabled on Record Types - 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.

Annotation System Role Permissions

Only available in UTA Statuses. Roles added here will 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 Status Standard field is configured with Track Changes enabled then any user with View Field History Permissions will see a small clock and refresh icon under the Status field.


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.

StatusFieldHistory.png

Status Translation Settings

Specify a status Caption and Group Name for each desired 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.

StatusTranslationSettings.png

  • 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 Also


Previous.png  Status Field Permissions        Level 1 Templates  Next.png
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