Statuses represent the current state of a record in SmartSimple and can be applied to UTA/module objects, contacts, and organizations. Any number of status options can be created to fit a workflow, and existing statuses can be added, modified, and reordered from Global Settings for organization and people or contact records, or from UTA/module Settings for Level 1, Level 2, and Level 3 UTA/module objects. Status configuration also includes built-in access controls that determine who can assign, change, or lock a record's status.
Who: SmartSimple administrators
When to Use Statuses
Use statuses to:
- Track where a record is in its lifecycle, for example: Draft, Submitted, Under Review, or Approved.
- Monitor relationships and interactions with internal and external stakeholders.
- Differentiate organizations at different stages, for example: Registered versus Verified.
- Lock a record to prevent changes when it reaches a specific state.
- Control which user roles can move a record into or out of a given status.
How Statuses Work
When a status is assigned to a record, SmartSimple updates both the status field and the record simultaneously. Status history changes are recorded when the Status standard field has Track Changes enabled. When enabled, a history icon appears below the Status field, showing a timeline and bar chart of time spent in each status.
For Level 1 UTA/module statuses, individual statuses can be grouped under a Status Group Name, allowing multiple statuses to be represented as a single overarching state in reporting and logic. Status grouping is typically used for external-facing users, since internal users generally need visibility into the more granular, ungrouped statuses. For example, Submitted, Under Review, Board Review, and Pending Approval can be grouped under a single Under Review status shown to external users.
Security Implications
Status configuration includes built-in access controls:
- Lock On Status - Locks the record when it reaches this status, preventing any changes until unlocked.
- Allow to Set Roles - Restricts which roles can assign the status. If no roles are specified, any user can assign any status. Access to the status field is commonly restricted to a single role, such as a system administrator role. A role without Override Lock Roles access cannot move a locked record, and a role that is not a system administrator can typically move a record only through a predefined set of statuses tied to submit buttons.
- Override Lock Roles - Identifies roles that can edit locked records. If Lock on Status is enabled with no Override Lock Roles defined, the record remains locked indefinitely. A system administrator can edit the status configuration to add a role, such as system administrator, to Override Lock Roles, which then allows that role to unlock the record.
Resources
For more information about statuses, see: