You can lock down status options to individual users, groups, roles or companies. By default every status is available to every user. And will be displayed as All.
To Configure Status Allocations
1. Click on the ... button.
2. From the contact picker select the Role, Company or user that is needed.
3. Click OK.
4. Click Submit.
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| The logic for determining if you may use a status starts by applying the general rules described in "status changers and closers", and then these more specific rules. |
Changes to Status Allocations
All changes to the status allocation page are recorded in the history.
Status Approvers
Where a status has been selected as a ‘For approval’ status by selecting the "A" attribute, you must specify who the approvers are for this Form type for the authoring company. This is a comma-separated list of UserIDs.
| Info |
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Learn more about setting up an Approval Process for your Forms. Click here. |
To configure Company Approvers
1. Go to the Status approvers tab.
2. Add the user ID's for the relevant companies by clicking the ... button.
3. Click Update.
Bypassing the Approval Process
You can also set up users who can bypass the Approval process - for example a manager or director role in your project.
1. To allow a user to bypass the Approval process.
2. Add the user into the Users that can bypass Approval process section.
3. Click Update.
Status Triggers
A status trigger allows you to automatically create a new Form type when a Form is changed to a specific status. A good example is triggering a Payment Certificate when a Claim has been set to Approved Status.
1. To set up a status trigger go to the Status trigger tab.
2. And select the Form type you'd like to create against the Status you would like it to be triggered.
3. Click Update.
This section enables you to create your Form Statuses and effectively set up a workflow to control the flow of information and the approval of Forms.
Every iTWOcx form has a status which you can use to track and report progress of that form through a workflow. Depending on the Type of status that is used the form will behave in different ways.
There are 5 default status types.
Draft - Only visible to the person who created the form.
Open - Used for the active part of a workflow. Any form in an open status is tracked by the system and will appear in the Hotlist of the action person.
Closed - Used for the Workflow end. When a form moved to closed status it will be removed from the action person's Hotlist.
Cancelled - Used to remove a Draft Form.
Initiated - Optional interim status that a Form sits in between being issued and opened by the action person. Good for starting the workflow as soon as the form is viewed.
We provided default names for each of the Status types but you can rename them to suit your organisation.
For example:
To Do - Open
In Progress - Open
Done - Closed
Accepted - Closed
Renaming a Status
If the default status names don't suit your organisation you can rename them.
1. Go to Configure then Form Types.
2. Select the Form type.
3. In the Status section click Edit.
4. Select the Status Name you want to change.
5. Enter the new Name.
6. Click Update if there are forms in this status a warning will appear. Click okay and update.
Adding a status
Sometimes you may want to add another status to a form as part of a workflow.
1. Go to Configure then Form Types.
2. Select the Form type.
3. In the Status section click Edit.
4. Add a Numeric Code for the status. This will affect what order it appears in the status list.
5. Add a Status Name.
6. Click Add Option. By default all new statuses are Open status types.
7. Optionally you can change the type by selecting one other options and clicking update.
Removing a status
You may find that you need to remove a status that's no long relevant or has been added by mistake.
1. Go to Configure then Form Types.
2. Select the Form type.
3. In the Status section click Edit.
4. Click the X to remove the status.
5. Click Update.
...
2. From the contact picker select the Role, Company or user that is needed.
3. Click OK.
4. Click Submit.
Changes to Status Allocations
All changes to the status allocation page are recorded in the history.
