# Status

### 1. Introduction

Every record and process has a **Status** section in the record header. This tab shows the record’s current stage and lets users move it forward as work progresses.

Status is a way to communicate progress to everyone looking at the record. Status options are organized into broad categories - Pending, Completed, and Cancelled. Your organization may add more specific sub-statuses inside Pending and Completed based on the requirements.

### 2. Feature functionalities

* **Default status and sub-statuses:** You can use the three existing default statuses - Pending, Completed, and Cancelled or create custom statuses mapped to either of the two default statuses that is Pending and Completed.
* **Reorder options:** You can drag or delete statuses to control the order shown in the chatroom dropdown or delete a particular status, respectively.
* **Configure archiving behaviour:** You can control the archiving behaviour when your custom status is selected by choosing from options such as Auto archive or Auto unarchive so selecting that status changes archive state as intended.
* **Configure status conditions:** You can configure the behaviour of your status via conditions and therefore Hide, Enable, or Disable your status until your required conditions are met.
* **Enforce safe deletion:** The system will prevent deletion of existing default statuses if any record of the process currently uses that status or if the default status doesn’t have any sub status mapped to it.
* **Audit traceability:** Every status change is automatically logged in the chatroom activity for traceability, so keeping track of the status history is easy.

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### 3. User journey

Here’s how you can use the status feature on the platform:

1. Go to the My Inbox section
2. Open any **process or record** and go to the **chatroom header**.
3. There, you will see a **Status** tab. If you click it, you will be able to see the status menu showing all the available status options.
4. Choose the option that matches the stage of workflow the record is in. The three defaults you may see are **PENDING** (work in progress), **COMPLETED** (work finished), and **CANCELLED** (record closed). If your organization has added more options, select the one that best fits your case - they appear in the same menu.
5. After selecting, a **comment box** will appear. You can either add a short note for the status change you are making or skip the comment if it’s not necessary.
6. Post that, click on the “Submit” button. The status updates immediately in the header so everyone viewing the record can see the current state.

> **Note:** If something looks different from this description (names, which options appear, or when they unlock), it’s because your admin has customized the status list and rules for your process. If something expected is missing, it’s likely hidden until requirements are satisfied or your org doesn’t use that option. Whether options appear and happen automatically depends on your org’s configuration.

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### 4. Roles and Permissions

| Role (user role)  | Permissions                                                                                                                                               |
| ----------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Admin**         | Configure statuses, add new statuses, delete existing default statuses, set behaviours and conditions to statuses, control other users access to statuses |
| **Org member**    | Change status on records they can access; archive the conversation, trigger archive/unarchive when the chosen status allows                               |
| **External user** | Usually view-only; visibility and actions depend on admin configuration.                                                                                  |

### 5. Important things to remember

* **Configuration drives what you see:** The Names, visibility, and automatic archiving/unarchiving of your record’s status tab are set by admins and may vary by process.
* **Colors signal category:** The color of different statuses define it’s category. Pending options use the light grey color. Completed options use the green color and Cancelled status uses a dark grey color.
* **Hidden or disabled options aren’t errors:** If you see any particular status is disabled or if a status that you were expecting is missing, it’s likely that your org’s admin has configured that status in a way that it will only be visible under certain conditions. What this means is, such status typically unlock after prerequisites are met.

### 6. Best practices

* Pick the status that truly reflects the record’s stage. Use **PENDING** while work is in progress, **COMPLETED** only when it’s finished, and **CANCELLED** when the record will not be pursued.
* When the **comment box** appears, add a brief note (handoff, reason, next step). Keep it short and informative. Skip only when it adds no value.
* If a status is **disabled**, read the tooltip text and complete the prerequisite (e.g., set **Owner**, fill **Due date**) before trying again.
* Treat **CANCELLED** as intentional. If cancelling, it’s a good practice to always add a short reason in the comment so the history is clear.
* If an expected option isn’t visible, assume it’s **configured to appear later** or isn’t used in this process. In such cases, it’s best to check with your admin.
