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 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==- 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]]
Each status has the following settings:
* '''Language''' - [[Language]] that the current Name value will apply against.
* '''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.
* '''Description''' - Any comments or notes you wish to include. '''Note:''' 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.
::'''''Note:''' If a Status is shared between Level 2 and Level, both will be redirected to the same [[URL]]. To avoid this create separate statuses for each Level. Also, parameters cannot be passed through this [[URL]].''
* '''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) - 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.
* '''Display Buttons''' - Controls which buttons are available to the user for a record at this status. (See [[#Button Options|Button Options]] below).
* '''Submit Button Script''' (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).
* '''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]] 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.''
* '''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.
==Button Options==* Details of each status are displayed when you click into a specific status.
For each status you determine which of the "Save", "Save Draft" and "Save & New" buttons ==Organization/Contact Statuses==:* Organization statuses are available to the accessible from [[Global Settings]] > [[Organization|Organizations]] > Statuses.:* Contact statuses are accessible from [[Global Settings]] > [[User|userUsers]] with the '''Display Buttons''' setting mentioned above> Statuses.
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 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 '''''Submit Button Script''''' has been defined the Submit button will run that function, and will '''NOT''' perform the tasks listed above.
|}
==Status Settings=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 [[JavaScript]] 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 Each status 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 '''Submit Button Label''' setting.following settings:
For example, if your Browser Script contains a function called ''custombsubmit'' you would put the following into the '''Submit Button Script''' section:
:[[Image:Bsf.png]]
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.
===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.
If you would like to define a custom script that runs when a record is saved or submitted you can use '''[[savefunc]]'''.
==Status Triggers==
Sometimes you will need ===Permissions and Availability Tab=======Role Permissions====:* '''Allow to control Set Roles''' - The specific [[Role|roles]] that can set the status associated with level 2 and level 3 items based on . If you do not set a role, then any [[User|user]] can set any status change at .:* '''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 level 1 itemcannot 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 example, if you have an “abandoned” status for a project tracking [[UTA]] ====Availability====:* '''Available Status''' - Only available on User and you set a project to that status then you may need Organization statuses. Statuses added here are available to set an “abandoned” be selected from this status for all level 2 (or level 3 items) related to that project. This effect is achieved through a :* '''status triggerEnabled 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.
For each level one status change you can control status changed for all level 2 and level 3 items====Annotation System Role Permissions====Only available in UTA Statuses. You can further control this behavior by restricting the trigger to specific types Roles added here will have different levels of level 2 and level 3 items. Using the previous example you may not wish access to change the Annotation Mode in this status on a “reporting” type level 2 activity simply because the project is abandoned.
Status Triggers :** '''View Annotation Roles''' - defines the roles that can be defined by clicking view annotations that have been added to the object at this status (annotation is only available for UTA objects).:** '''Status TriggerView and Create Annotation Roles''' link when editing - defines the roles that can view and create annotations that have been added to the relevant Statusobject at this status.:** '''Edit Field in Annotation Mode Roles''' - defines the roles that edit fields that have had annotations attached.:[[Image:StatusTrigger** '''Open Record in Annotation Mode''' - defines the roles that can edit the entire record in annotation mode.png]]
Which brings you to the ==Status Trigger page:{|alignHistory==topIf the [[Standard_Level_1_Field_List|-|'''Level 1:'''<br>:Status Standard field]] is configured with [[Image:StatusTrigger2.png|border|Level 1Track Changes]]|'''Level 2:'''<br>:enabled then any user with [[Image:StatusTrigger3.png|borderManager Permissions - System Permissions|Level 2View Field History Permissions]]|}will see a small clock and refresh icon under the Status field.
* 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.
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.
* 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[[Image:StatusFieldHistory.png|800px|border]]
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''' Translation Settings==Specify a statusCaption and Group Name for each desired language.
:* Any number When editing a status, select the '''Status Translation Settings''' button from the top of triggers can 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 createddisplayed to users based on the language specified in their [[Personal Settings]].
==Submit LogicSee Also==:* This feature provides for the creation of any number of submission rules that control a submission process.* [[Status lock|Status Lock]]:* When a submission process is controlled by submission logic, then values at other levels can be validated.* [[Submit Logic]]:** Values are validated based on the sequence defined within the submission logic.[[Batch Update]]:** 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.Templates]]:** 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. [[Status Indicator]]
See '''[[Submit Logic]]''' for detailed instructions.
==See Also==
* [[Status lock|Status Lock]]
* [[Submit Logic]]
* [[Batch Update]]
* [[Level 1 Templates]]
* [[Status Indicator]]
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[[Category:Universal Tracking Application]][[Category:Glossary]][[Category:Process Flow]]