Workflow statuses

You can add workflow statuses to suit the needs of your project.

To add a workflow status

1. Click New Status.
2. Enter a unique name for the workflow status.
3. Click circle (Color), and then select a color.

When an item has that workflow status, the selected color appears on the item tile and in the item.

4. Lock the items that have this workflow status.
5. Send a notification when an item changes to this workflow status.

When a record has a specific workflow status, you can lock it or automatically send a notification.

The lock and notification settings aren't available for budget, drawing, and default statuses.

To edit a workflow status

1. To change the color, click circle (Color), and then select a color.
2. To change the name, click the name, and then edit it.

To set the default workflow status for a drawing

• On the workflow status card, click  (Set default).

The default status is applied when a drawing is uploaded in a drawing set.

Statuses that are set automatically can't be selected as the default.

To lock items with a specific workflow status

• On the workflow status card, click lock_open (Unlocked).

The icon changes to lock (Locked). Any items with this workflow status are locked and can't be modified. However, anyone with the Can Unlock Locked Records permission can unlock the item for editing.

Make sure at least one workflow status is unlocked so that it can be assigned when an item is unlocked.

To add a notification when an item changes to a workflow status

1. In the notification settings, ensure that the RecordType - Status Changed notification is on.
2. In the workflow settings, on the workflow status card, click email (Notification Off).

The icon changes to email (Notification On). When an item changes to this workflow status, a notification is sent to the item author, assignees, and courtesy copy recipients.

To reorder the workflow statuses

• Click the right side of a card, and then drag it to a different position.
For non-default workflow statuses, you can only reorder them in the following places:
• Budgets: Between Pending and Approved
• Daily reports: Between Pending and Rejected.
• Meeting minute items: Between Open and Closed.

The permissions for a workflow status determine which security roles can select that status and what they can do in a record with that status. In the Status Permission dialog:

1. Set the overall access for the workflow status.
2. Select security roles that will have access to the workflow status. This list is available if overall access is set to Restricted.
3. Set access permissions for the selected security roles.

The following permissions are available:

• Editor: Select this workflow status, edit the record, delete the record, and add comments according to your security role permissions for this record type.
• Commenter: Add comments to the record, edit your own comments, and mark your own assignments as completed according to your security role permissions for this record type.

Example

For RFIs, the Collaborator security role has the Modify record permission but only has the View permission for the Responsible Company field.

Security role permissions for RFIs

For the Open workflow status for RFIs, Collaborators have the Editor permission.

Restricted permissions for the Open workflow status

In RFIs with the Open workflow status, Collaborators can edit all the fields except for the Responsible Company field.

Read-only Responsible Company field in RFI

To allow unrestricted access for a workflow status

1. Next to the workflow status, click edit (Edit).
2. In the Status Permission dialog, select Unrestricted.
3. Click Save.

To restrict access for a workflow status

1. Next to the workflow status, click edit (Edit).
2. In the Status Permission dialog, select Restricted.
3. In the Roles with access list, select one or more security roles.
4. To close the Roles with access list, click outside of the list.
5. Next to the selected security role, click the permission list, and then select the permission.
6. Click Save.

You can select up to five workflow statuses for record dashboard widgets. Only record types with the dashboard status icon (dashboard) have dashboard widgets.

For drawings, only the Current and Not Current statuses are available for the dashboard widget.

Example

Record type with a dashboard widget

Record type without a dashboard widget

To select a workflow status for a dashboard widget

1. In the portfolio or project settings, click Record Settings.
Tip

To open the record settings from the dashboard widget, you can also click N/A if it's available.



The record settings are opened at the portfolio level if you have access to the portfolio settings and the project settings are locked. Otherwise, the record settings are opened at the project level.

2. Click the record type and then click Workflow.
3. On the workflow status, click dashboard (Dashboard status).

The icon changes to dashboard (Dashboard status).

Example



The Open status is selected for the RFI dashboard widget.

If the maximum number of statuses is selected already, you can deselect a status before selecting another one.

You can delete workflow statuses that are in use. The deleted workflow statuses are still linked to the existing items but can't be used for any new items.

Default workflow statuses, such as Draft, can't be deleted.

To delete a workflow status

• On the card, click delete (Remove).