Change status

  • Updated on Mar 27, 2025
  • Published on Feb 13, 2025
  • 3 minute(s) read
  • DL
  • Migration Team
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Where to find Change Status

Once a workflow has been successfully configured, you will be able to change the status from the following locations:

Location

Description

Visual Guide

Spreadsheet Widget

In Spreadsheet Widget, you can change the status from two different locations:

  • From the Change Status icon within an action menu for individual items.

  • Directly from the spreadsheet widget cell when status field is displayed as a visible column

Split View

In Split View, you can change the status from three different locations:

  • From the Change Status icon within an action menu for individual items.

  • Directly within the form when the status field is displayed.

  • From the actions toolbar within the form.

Gallery View

In Gallery View, you can change the status from three different locations:

  • From the Change Status icon within an action menu for individual items.

  • Directly within the form when the status field is displayed.

  • From the actions toolbar within the form.

Kanban View

In Kanban View, you can change the status from four different locations:

  • From the Change Status icon within an action menu for individual items.

  • By dragging a Kanban card from one column to another when columns display status values

  • Directly within the form modal after clicking a Kanban card and when the status field is displayed.

  • Directly within the form modal after clicking a Kanban card and from the actions toolbar within the form.

Timeline View

In Timeline View, you can only change the status from the Change Status icon within an action menu for individual items.

Timeline 2.0 View

In Timeline 2.0 View, you can change the status from

  • From the Change Status icon within an action menu for individual items accessible from each displayed level

  • Directly within the form modal after clicking a the timeline bar and when the status field is displayed.

  • Directly within the form modal after clicking a timeline bar from the actions toolbar within the form.

Form with Tabs

In Form with Tabs, you can change the status from two different locations:

  • Directly within the form when the status field is displayed.

  • From the actions toolbar within the form.

Wizard Form

In Wizard Form, you can change the status

  • Directly within the form when the status field is displayed.

  • From the actions toolbar within the form.

  • From the same locations as Split, Gallery, Kanban, Timeline, or Timeline 2.0 as outlined above when viewing an inline module

Multiple File Proofing

In Multiple File Proofing, you can change the status from two different locations:

  • From the header you can change the status of the parent item

  • From each individual card you can change the status of a child item from the inline module.

Online Proofing

In Online Proofing, you can only change the status from the action toolbar within the header.

Starting a Workflow

The appearance of the Change Status button will vary depending on whether a pre-selected status value is defined. The possible states include:

  1. Pre-selected – The predefined status value configured within the status field will be displayed.

  2. No Status – If no pre-selected status value exists, a transition from "No Status" must be configured.

  3. Empty – If neither of the above conditions are met, the button will appear empty with a message informing the user that no transitions are available.

Understanding How to Transition Workflow Statuses

After changing the status from one of these views, you will be directed to the workflow change status modal to confirm the workflow transition.

Important: If the workflow transition does not include any reasons, comments, field templates for adjusting item metadata, or file uploads, the workflow change status modal will be completely bypassed.

An image illustrating the workflow transition from ‘Ready for Production (Amends)’ → ‘Cancelled’

The table below provides a quick overview of the change status modal:

Action

Visual Guide

  1. Select the specific Status Field to which you wish to transition to a new workflow status. This option is only relevant if multiple status fields are configured with workflow transitions.

  1. Select the specific status to which you wish to transition the workflow.

  1. Select the Reasons for additional justification

  1. Enter a Comment and select the appropriate access right colour under Post Comment as to control who can view the comment within the comments panel.

  1. Navigate between the Next and Previous steps. Step 2 allows you to update item metadata, while Step 3 enables file(s) to be uploaded. Access to these steps will depend on the workflow configuration.

Known limitations:

  • Any formatting (bold, italics, underline, strikethrough, bullet points etc) applied within the comment will be shown as HTML markup in the workflow log

 

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