The Manage status element is used only in the business processes that involve apps with customized statuses. It allows you to track the process progress and also determines the app status at a particular stage of the process.
For example, for the Agreement app, you can configure such statuses as approved, rejected, signed, archived, etc. Create a business process at the app level, add the Manage status elements to the process diagram and track at what stage of the document lifecycle the agreement currently is. As the process progresses, the agreement will automatically acquire different statuses.
To set up this element, you need to specify the statuses first. You can do it in the app's settings or right in the Statuses tab of the process designer.
Please note that this tab is only available in business processes associated with an app. In global company processes and processes associated with a workspace, this tab is unavailable.
In this article, we have described how statuses can be specified in the app's settings. In the process designer, it is done in the same way.
Go to the Statuses tab.
Check the Add Status field option and then enter status names. Do not forget to select the final status and hide it from the Kanban board, if necessary.
Manage status activity settings
Open the process diagram. On the right pane, click on the gear icon to open System elements. Drag the Manage status element to the diagram and place it where a change of status is required.
Double-click on the element to open its settings.
If the process is associated with an app, the Variable field will already contain the context variable representing the app.
In the Set status drop-down list select the required value and click Save.
Select a variable in the drop-down list or add a new variable that will represent an app with configured statuses.
If you are setting up status change for the Deals app, an additional Reason for rejection field will appear if the Lost status is selected.
Changing statuses of two or more apps in one process
Sometimes you will use several apps in one process. The approval process mentioned above describes the stages of approving a contract. Contracts belong to the Order Management workspace, which may also store other apps, for instance, Customers, Orders, Claims. Each of these apps might have its own set of statuses.
When the contract’s status changes, it seems reasonable to change the contractor’s status, too. For example, once the contract is signed, the contractor’s status can change from Contract approval to Order fulfillment.
This way, both of these apps will be included in one process, and the statuses of both apps will change as the process progresses.
Here is how you can set this up:
- In process designer, go to the Context tab. Add a new variable to represent the Contractoror app.
- Place new Manage status elements where necessary, for instance, before and after the Sign the contract task.
- Double-click on the element to open its settings. In the Variable field, select Contractor. In the drop-down list select the required status and click Save.
Now you only have to decide how the Contractors variable added on step 1 shall be filled in.
You can place the variable on a task form. In this case, the employee performing this task will be asked to select a specific contractor on the task form.
Sometimes users specify the contractor directly in the contract when adding a new app item. In this case, the contractor’s details shall be sent from the Contracts app to the variable created in step 1. To do that, use the Assign value activity.
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