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→Status Translation Settings
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]].
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 work edit with statuses within a UTA , you need the Manager Permission need '''Administrator Access''' for that UTA. If you have this permission, go to the '''ConfigurationSettings ''' on the UTA, signified by the gear icon. Next, choose the Level 1 , Level 2, or Level 2 3 tab, and then click on the '''Statuses ''' link.
[[Image:status-001ApplicationStatuses.png|400px600px]]
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 pagetab, located second from the left in the [[UTA Settings - Settings|UTA Settings]].* For Level 2 and Level 3 statuses , click the '''Statuses''' link in the Level 2 settings section.tab, located third from the left in the [[Image:statusUTA Settings -002.pngSettings|400pxUTA Settings]](if enabled). :: * For Level 3 statuses click the '''NoteStatuses''''': Level 2 and Level 3 Statuses are both created and managed on link in the same page.'':: ''By default any statuses you create here will be available to both Level 2 and Level 3 recordssettings tab, but can be restricted to either Level 2 or Level 3 using located fourth from the left in the '''Status Availability''' section [[UTA Settings - Settings|UTA Settings]] (described belowif enabled).'': [[Image:* Details of each status are displayed when you click into a specific statusActivityStatuses.png|600px]]
* Details of each status are displayed when you click into a specific status.
==Organization/Contact Statuses==
:* Organization statuses are accessible from [[Global Settings]] > Organizations & Users >[[Company & Account SettingsOrganization|Company & Account SettingsOrganizations]]> Statuses.:* Contact statuses are accessible from [[Global Settings]] > Organizations & Users >[[User & Contact Settings|User & Contact SettingsUsers]].:* Use the '''Organization > Statuses''' link to create a new status. ==Referencing Statues as value==You can reference the status of any status based object (Level 1, Level 2, Level 3, Contact or Organization) by referring the object and one of the following status qualifiers. @Contact.status@ returns the status name for example: Active :* statusid (the numeric identified of the status), statuscaption (the alternative caption of the status) can also be referenced.:* This syntax can be used within Submit Logic Validation script by adding the object type prefix:"@level1.client.statuscaption@" The status caption will be references. Example: Verified See '''[[Submit Logic]]''' for detailed instructions.
===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.
:* '''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:''' Description only manifests on the configuration page.:* '''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 a new record is created.
:* '''Is Default Copy Status''' (Level 2 & 3 UTA Statuses only) - When the ''Copy'' button is used to create a copy of a Level 2 or Level 3 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 Level 2 or Level 3 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===
:* '''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.''
====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 SettingsSystem Role Permissions====The following settings are used to control the behaviour Only available in UTA Statuses. Roles added here will have different levels of the object when annotation has been applied access to fieldsAnnotation 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).
:** '''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 [[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 dotted line 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.
[[Image:StatusHistoryChartStatusFieldHistory.png|800px|border]] ==Translation Options==Specify a status caption for each desired language. :** Select the language from the Language drop-down list.:*: [[Image:Status-003.png|400px]]:* :** Enter the desired caption translation and save.:** The relevant language caption will be displayed to users based on the language specified in their [[Personal Settings]]. ==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''' has been defined. {| border="1"|-||'''Button'''||'''Description'''|-||Save||:** This button validates all fields in the record, ensuring that mandatory fields and formatting requirements 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 requirements 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 '''Caption''' 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. |}=Configuration - Advanced= ===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 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 '''Caption''' setting and you can select an icon for the button.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 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.If you would like to define a custom script that runs when a record is saved or submitted you can use '''[[savefunc]]'''. ==Status Availability==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. The following 3 options are available: :** Available for Tasks - will make it available to both Level 2 and Level 3 records.:** 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. 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: :* :*: [[Image:StatusTrigger.png]] Which brings you to the Status Trigger page: {| align="top"|-||'''Level 1:'''<br />:* :*: [[Image:StatusTrigger2.png|border|Level 1]] ||'''Level 2:'''<br />:* :*: [[Image:StatusTrigger3.png|border|Level 2]] |} :** 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.
==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.
[[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 Also==