Statuses increase the visibility of the calendar and allow you to quickly navigate through scheduled events. If you have several appointments in your workspace calendar, you can sort them by such statuses as Open, Cancelled, Closed and quickly find the right event.
Events acquire new statuses either automatically within a business process, or users change them on the event page. Below we will describe both options.
How to set up event statuses and let users change them?
By default events in a workspace calendar have two statuses: closed and open. When somebody creates an event it acquires the «Open» status. To change the status, open the event page and click Close at the bottom of the window.
After that, the status will change and the event will appear crossed out in the calendar.
You can also create your own statuses for workspace calendars. To do so, click the gear icon next to the calendar name or the current date and select Status filed.
Set up statuses, for example, as follows:
Add the Change status button to the event page. To do so, open any event in the workspace calendar and click the gear icon at the bottom > select Add «Change status» button.
After that, users will be allowed to change the event status manually, for example, in case an interview is cancelled. The new status will appear on the event page.
Use statuses to sort events. For example, you can sort all interviews by the Cancelled status. In the search bar, click . Then in the status field select the right value and click Search.
The workspace calendar will show all interviews with the «Cancelled» status.
Read more about the Status filed settings in this article.
How to change event statuses automatically?
The event statuses can change automatically while executing a business process. Such approach ensures that events timely get relevant statuses, and employees don't get distracted by unnecessary actions.
As an example, let's consider the Hiring business process. During the process, the Recruiter searches for candidates and at some point schedules Interview events that have three possible statuses: Appointed, Rejected, Successful.
The process looks as follows:
The hiring manager chooses a resume of an applicant and conducts a phone interview.
If the result of the interview is positive, the recruiter will schedule a personal interview. To do this, they indicate the date, time and participant of the meeting, the head of the department for which the candidate is selected.
The head of the department receives a task to approve the date and time of the interview.
As soon as the head of the department approves the time, ELMA365 automatically adds this event to the workspace calendar and assigns it the «Appointed» status.
Only the participants of this event can view it in their calendars.
Next, the hiring manager invites the candidate to the office for the interview.
If, based on the results of the interview, the candidate approached the position, the process of registering a new employee is launched. In this case, the event status changes to «Successful». If the decision was made to refuse the candidate, then the process ends, and the status of the event changes to «Rejected».
Now you need to bind the calendar and the process, i.e. create a new process context variable that will refer to the workspace calendar.
In the process designer, on the context tab, click the Add button and
Create a variable of the App type and select the Interview app.
If you want ELMA365 to automatically add new events in the workspace calendar, use the Create app item activity. The system creates events using the data that the recruiter enters at the previous steps of the process. Thus the day and the time of the interview specified by the user and approved by the head of the department will be automatically added to the new event.
Now you need to add the Manage status activity to the process. It will change the interview status at particular process steps.
Place these activities to those process steps where the event should change its status. Double click on the shape to configure the status settings:
- select the Interview variable;
- select the status suitable for the particular point of the process.
You can read more about how to configure status activity in the Manage status article.
After you publish the process, the status of the event will change automatically as users perform their tasks.