Status Config

The status configuration section enables you to create 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 is moved to the closed status it will be removed from the action person's Hotlist.

• Cancelled - Used to remove a draft form.

RIB CX has 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.

Open

4. On the right hand side of your screen, click on the arrow next to status under the general tab.

Open

Status List

Clicking on status list shows the statuses that are configured for that form type.

Status Attributes

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

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

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.

Update a Status

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

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. 

Retire a Status

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

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 previewing a form.

2. Toggle off so that the buttons only appear once you respond to the form.

3. Click Update