==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.
==Overview=Why?===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]].
Statuses represent a core concept within A good use-case for the SmartSimple platformbenefits of statuses is if you have an organization's '''Status '''as '''Registered, '''but not yet '''Verified. Each '''Once their status represents the is switched into '''stateVerified, ''' of you are able to enter that information to change their status in your [[SmartSImple]] [[instance]], and both the related objectstatus and record will be updated simultaneously. Statuses You can be defined with the Universal Tracking application for all the types of objects that create as many status options as you createneed; Level 1 objects and Level 2 and Level 3 activities. You they can also used 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 be modified and updated in your [[Global Settings]], [[UTA Settings - Settings|UTA Settings]], as well as from any individual organization statusesor 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 Manager Permissions to that UTA. If you have this permission then the '''Configuration Settings''', Level 1, Level 2 setting page provides access the statuses. [[Image:status-001ApplicationStatuses.png|600px]] 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.
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]]
'''Statuses''' can be created and modified using the '''Settings''' page of your [[UTA]].<br>
[[Image:Statuses.PNG]]
* For Level 1 statuses click the '''Statuses''' link in the Level 1 settings section.
* For Level 2 and Level 3 statuses click the '''Statuses''' link in the Level 2 settings section.
::'''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).''
* 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:StatusSettingsPage.png|link=]]
==Organization / Contact 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]].
Go under '''Organization Statuses''' to create a new status.
This variable to reference the organization or contact status follows the convention: status, statusid, statuscaption.
In other words, the variable to refer to the organization status is "@''prefix''.status@". The prefix can be replaced with the object type.
To display the organization of the assigned company on a {{l1}} object:
"@client.status@"
The status name will be displayed. Example:
Active
This syntax can be used on the submit logic validation script by adding the object type prefix:
"@level1.client.statuscaption@"
The * Details of each status caption will be are displayedwhen you click into a specific status. Example:
Verified==Organization/Contact Statuses==:* Organization statuses are accessible from [[Global Settings]] > [[Organization|Organizations]] > Statuses.:* Contact statuses are accessible from [[Global Settings]] > [[User|Users]] > Statuses.
See '''[[Submit Logic]]''' for detailed instructions.
==Status Settings==
Each status has the following settings:
* '''Status ID''' - Internal unique system ID used when referencing the status.
* '''Language''' - [[Language]] that the current Name value will apply against. Users can specify different [[#Translation Options|translation options]] for the languages used when accessing the system.
* '''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.
* '''[[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:''' These don't manifest anywhere except on this 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 the item is saved or submitted.
* '''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 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.
* '''Status Availability''' - Only available when configuring Level 2 Statuses. By default any statuses created for a Level 2 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. (See [[#Status Availability|Status Availability]] 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]] 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.''
* '''Available Status''' - Controls the statuses that can be set from the status you are configuring, for example if the status being configured is "Draft", and "Draft" status can only be changed to "Submitted" status, then populate this field with "Submitted" status.
* '''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.
==Translation Options==
The system allows a Status to have multiple captions added, potentially one for each language available in the system.
* Select the language from the Language drop-down list.
:[[Image:Translate1.png|link=]]
* In the resulting screen populate the Caption field with an appropriate value for the selected language.
* You can also enter a translation for the [[Status#Status_Settings|Group Name]] of the status.
:[[Image:StatusTranslation.png|link=]]
===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 Save 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.
* Now when a user, who has this language configured against their [[Personal Settings]], accesses the system then they will see the status labelled using the relevant caption.
==Button Options==
For each ===Permissions and Availability Tab=======Role Permissions====:* '''Allow to Set Roles''' - The specific [[Role|roles]] that can set the status . If you determine do not set a role, then any [[User|user]] can set any status.:* '''Override Lock Roles''' - The specific [[Role|roles]] to which of the "Save"''Lock On Status'' setting does not apply. If you enable '''Lock on Status''' and do not set an ''Override Lock Role, "Save Draft" and "Save & New" buttons are available to '' then the item cannot be unlocked.:*: '''''Note:''' Any [[User|userRole]] with the UTA [[Manager Permission]] will be able to override the '''Display ButtonsLock on Status''' setting mentioned above, even if not specified here.''
The ====Availability====:* '''SubmitAvailable Status''' button is not included in the - Only available on User and Organization statuses. Statuses added here are available to be selected from this status.:* '''Display ButtonsEnabled on Record Types''' options- Only available in UTA Statuses. The '''Submit''' button This status will be displayed whenever available to record types added here. If you do not set a type, then the '''Submit Button Status''' has been definedstatus will be available on all record types of this level entity.
{| border="1"===Annotation System Role Permissions====|'''Button'''||'''Description'''|-|Save|* This button validates all fields Only available in the record, ensuring that mandatory fields and formatting requirements are satisfiedUTA Statuses.* 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 Roles added here will have different levels of access 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 Annotation Mode in the '''Submit Button Label''' section of the this 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.|}
:** '''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.
===Submit Button Script (Level 1 Only)=Status History==In order to use If the Submit Button Script you <u>must</u> select a '''Submit Button [[Standard_Level_1_Field_List|Status''' so that the '''Submit''' button will appear.<br>You must also create a Standard field]] is configured with [[Browser ScriptTrack Changes]] containing a enabled then any user with [[JavaScriptManager Permissions - System Permissions|View Field History Permissions]] 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 will see a value of '''true''' if the record should be submitted; or '''false''' if the record should not be submitted.* Standard small clock and Custom Field validation is performed '''after''' this script is run, provided that refresh icon under 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 '''Submit Button Label''' settingStatus field.
For example, if your Browser Script contains a function called ''customsubmit'' you would put the following into the '''Submit Button Script''' section:
:[[Image:Bsf.png]]
The following sample [[JavaScript]] function When they click on the History icon then they will prompt see a breakdown of the user to confirm if they want to submit history plus a bar chart showing the recordamount of time spent in each status.<pre>function customsubmitThe duration (){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"days) return false }}</pre>* ''The can be included when building a report by including data from the "return falseStandard Field Audit Log" isn't strictly necessary. If the function does not return true then false is assumed.''* Note that [[JavaScript]] is case sensitivedataset.
[[Image:StatusFieldHistory.png|800px|border]]
If you would like to define ==Status Translation Settings==Specify a custom script that runs when a record is saved or submitted you can use '''[[savefunc]]'''status Caption and Group Name for each desired language.
==:* When editing a status, select the '''Status Availability==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]].
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 ==See Also==:** [[Status lock|Status Availability section.Lock]]:** [[Submit Logic]]The following 3 options are available: ** [[Batch Update]] :** Available for Tasks - will make it available to both [[Level 2 and Level 3 records.1 Templates]]:* 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.Indicator]]
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 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:{| style="background-color:[[Image#f0f0f0; border-style:StatusTrigger.png]] Which brings you to the Status Trigger pagesolid; border-width:{|align2px;" cellpadding=top"5"
|-
|'''Level 1:'''<br>:|[[Image:StatusTrigger2Previous.png|borderlink=Status Field Permissions]] [[Status Field Permissions]]|| ||[[Level 1Templates]]|'''Level 2:'''<br>: [[Image:StatusTrigger3Next.png|border|link=Level 21 Templates]]
|}
* 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 TemplatesCategory:Universal Tracking Application]]* [[Status Indicator]] {{PrevNextStart}}[[Status Field Permissions]]{{PrevNextMid}}[[Level 1 Templates]] {{PrevNextEnd}} [[Category:Universal Tracking ApplicationGlossary]][[Category:GlossaryProcess Flow]]