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Configure Statuses

Updated

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. For field definitions, see Status Settings Reference.

Who: SmartSimple administrators with UTA/module Administrator Access

When to Use Statuses

Use statuses when:

  • Tracking where a record is in its lifecycle, for example: Draft, Submitted, Under Review, or Approved.
  • Monitoring relationships and interactions with internal and external stakeholders.
  • Differentiating organizations at different stages, for example: Registered versus Verified.
  • Locking a record to prevent changes when it reaches a specific state.
  • Controlling which user roles can move a record into or out of a given status.

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Add or Edit UTA/Module Statuses

To add or edit statuses in a UTA/module, an administrator must have Administrator Access for that UTA/module:

  1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
  2. Click the Configuration Settings gear.
  3. Click the Level 1, Level 2, or Level 3 tab.
  4. Locate the General Settings section, and then click Statuses.
  5. To add a new status, click the New Status [+] button.
    • Each status includes both a Name and a Caption. It is recommended to complete both fields for every status, even when the values are identical. The Name can use shorthand, while the Caption is the value to update if a status label changes in the future.
  6. To edit an existing status, click the edit [pencil] icon.
  7. Enter the applicable information for the status. See Status Settings Reference.

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Add or Edit Organization and Contact Statuses

Organization and contact statuses are managed through Global Settings.

Organization Statuses

To add or edit statuses for organizations:

  1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Organizations tab.
  2. Locate the General Settings section, and then click Statuses.
  3. To add a new status, click the New Status [+] button.
    • Each status includes both a Name and a Caption. It is recommended to complete both fields for every status, even when the values are identical. The Name can use shorthand, while the Caption is the value to update if a status label changes in the future.
  4. To edit an existing status, click the edit [pencil] icon.
  5. Enter the applicable information for the status. See Status Settings Reference.

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Contact Statuses

To add or edit statuses for contacts:

  1. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu, and then click the Users tab.
  2. Locate the General Settings section, and then click Statuses.
  3. To add a new status, click the New Status [+] button.
    • Each status includes both a Name and a Caption. It is recommended to complete both fields for every status, even when the values are identical. The Name can use shorthand, while the Caption is the value to update if a status label changes in the future.
  4. To edit an existing status, click the edit [pencil] icon.
  5. Enter the applicable information for the status. See Status Settings Reference.

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Enable Status Duration Logging

Status duration logging records the amount of time a record spends in each status, making that data available for reports.

  1. Click the System Administration gear in the upper navigation bar, and then select Tracking Applications from the drop-down menu.
  2. Locate the relevant UTA/module, and then click the edit [pencil] icon.
  3. Click the Level 1 tab.
  4. Click Standard Fields.
  5. Click the edit [pencil] icon next to Status.
  6. Locate the Feature Options section, and then toggle Enable Status Duration Log on.
  7. Click the Populate Historical Data for Duration Log icon to populate historical duration information.
  8. Click the Status for Daily Increment of Duration Log field and select the relevant statuses from the drop-down menu.

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StatusIDs

When using Advanced Logic or Visibility Conditions for standard fields, a StatusID may need to be referenced. A StatusID is the system-assigned numerical value for each status.

To find the StatusID for a Level 1 status:

  1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
  2. Click the Configuration Settings gear.
  3. Click the Level 1, Level 2, or Level 3 tab.
  4. Locate the General Settings section, and then click Statuses.
  5. The StatusID is displayed in the right-most column.

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