--- title: "Change status" slug: "change-status" updated: 2025-06-11T20:35:29Z published: 2025-06-11T20:35:29Z canonical: "documentation.encodify.com/change-status" --- > ## Documentation Index > Fetch the complete documentation index at: https://documentation.encodify.com/llms.txt > Use this file to discover all available pages before exploring further. # Change status ## Where to find Change Status --- Once a [workflow](/v1/docs/configuring-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 | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/image-1743099497273.png) | | 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. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/image-1743099313385.png) | | 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. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/image-1743099693169.png) | | 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. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/kanban-change-status.png) | | Timeline View | In Timeline View, you can only change the status from the Change Status icon within an action menu for individual items. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/image-1743104971791.png) | | 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. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/timeline-2-change-status.png) | | 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. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/image-1743100320124.png) | | 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 | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/image-1743101697810.png) | | 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. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/image-1743100946081.png) | | Online Proofing | In Online Proofing, you can only change the status from the action toolbar within the header. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/image-1743100810922.png) | ## 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. > [!WARNING] > **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. ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/workflow-change-status.png) 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. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-27 at 17.37.57.png) | | 1. Select the specific status to which you wish to transition the workflow. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-27 at 17.38.23.png) | | 1. Select the**Reasons**for additional justification | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-27 at 17.39.32.png) | | 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. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-27 at 17.41.17.png) | | 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. | ![](https://cdn.document360.io/3a63e0a8-1221-4570-aaa1-d43f9b95a612/Images/Documentation/Screenshot 2025-03-27 at 17.45.18.png) | **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