Status Config

Owned by Damith Samarakoon
Last updated: Jul 31, 2024 by Leon Bloor

Show actions preview page.pngThis 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 RIB CX form has statuses which can be used to track and report on progress. Depending on the Type of Status that is used the form will behave in different ways.

There are 4 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.

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

View Available Statuses for Your Form Type

1. Go to Configure.

2. Form Types.

3. Select the Form type you want to configure.

4. On the right hand side of your screen, click on the arrow next to Status under the General Tab.

Status List and Attributes

The page below lists all the Statuses that are configured on your Form type and the Status Attributes.

Default  - This is the default status for new forms.  A default status must be chosen.  In the example below when the form is created it will be in the CLOSED status.

Draft - This is a draft status and is shown only on the author's Hotlist.  This must be checked on a DRAFT status. 

For Approval - This status is used for Drafts awaiting approval.  This will appear on the Approvers Hotlist.   This attribute can remain uncheck if you are not using Drafts Awaiting Approval.  (NOTE: If Draft Awaiting Approvals is being used you will need to configure Approvers for this option refer here.)

Initiated - This is the status that is set when a form is issued.  You must select one status for this attribute.

First Viewed - This is an open status that is set when an initiated document is first viewed.  This attribute does not need to be used.  To clear radio button for this status click on the icon.

Pending - This is a pending status and does not show on hotlists. When the due date is reached the form will move back to an open status. This attribute does not need to used. 

Quick Closed - This is the status that is set when an open form is Quick Closed. This attribute does not need to be used.  To clear radio button for this status click on the  icon.

Quick Closed

 You need to ensure that the status you are using the Quick Closed on also has the CLOSED attribute checkbox ticked.  

Quick Cancelled - This is the status that is set when a draft form is Quick Cancelled.  This attribute does not need to be used.  To clear radio button for this status click on the  icon.


Quick Cancelled

 You need to ensure that the status you are using the Quick Cancelled on also has the CLOSED attribute checkbox ticked.  

Closed - This is a closed status and will not show on Hotlists. At least one status must be a closed status.

The Close, Quick Close or Quick Cancel statuses are only available for those users who have been configured to change a status to a closed status. 

This is located on each form type configuration page. 

Withdrawn - This status is used for Contract Admin forms. When checking this box you will receive a warning and be asked if you wish to proceed.  This attribute does not need to be used. If not being used (unchecked) the mode of closure is standard.

Withdrawn

Checking the withdrawn checkbox for a status will change the setting to TRUE which will subtract the values of existing () from the Budgets they are linked to.  The values will no longer be used in calculating the figures for those budgets.

Update a Status

You can update the Status description or it's attributes.

Cannot update Statuses in use

If an attribute is grey, the status is in use and cannot be updated until the status is not in use on the form type.

To update the Description just change it to the appropriate name and click Update.

To change an attribute select the radio or checkbox as needed and click Update.

Add a Status

1. To add additional statuses click on the Add New Button.

2. Give the new status an order number.   This number will decide the order of the status.

3. Give the new status a description and then Click Save. 

The code is used to sort the statuses into a useful order.

Choose the Status Attributes for each Status as required by selecting the:

  • Radio Buttons - limit you to one Status per Attribute.
  • Checkboxes - allows you to choose more than one Status per Attribute.

Retire a Status

To retire a status, click the retire button next to the status you want to retire. 

Cannot Retire Statuses In Use

Statuses actively in use on a form cannot be retired.

Restore a Status

1. Click on the Options button.

2. Toggle on Show Retired Statuses

3. Click on the Restore Button on the status you wish to restore.

Force Status Selection on Submit

1. Toggle on the Force selection of status on every submit to make choosing a status mandatory.

2. Click Update



Turn off action buttons on the preview screen

1. Toggle on the 'Show Action Buttons on form Preview Page' to make action buttons only appear when responding to a form

2. Click Update