While some Infocapture projects may be used only for data collection, others may have statuses defined. Statuses may be as simple as...
New > In Progress > Closed
... or may be much more complex.
Unlimited statuses can be created and the order in which they appear can be controlled, to form the most logical workflow.
Users belonging to Project Roles with ‘Update issue status’ rights, are able to change the status to any other status, at any time. This can be restricted, thus forcing users through a stricter workflow. This ensures the issue progresses along its predefined path while including the necessary employees at the right time.
Head to Admin > Infocapture > Your Project > Statuses
N.B. If your intranet was installed or last updated prior to July 26th 2018 (version 8.4), then instead head to Admin > Infocapture > Your Project > Edit Project Properties > Manage Statuses
Ensure the checkbox is ticked to allow Statuses to be used, if this has not already been done.
For any newly created project, there are three default statuses. These can be renamed or removed if you wish. They are:
Create a status for each stage in your workflow, ensuring you are keeping the process as efficient and simple as possible. Remember: The fewer statuses, the better.
When creating a new status, the Code is similar to symbolic name when you created your form - you may remember it's an identification reference the system uses, but not something seen to the user. The Title is the word or phrase that they will see.
Add a Description if you wish to explain to other administrators how you intend this status to be used.
If you wish to keep your list of tickets short and simple, make use of the Archive old tickets checkbox for any of your closed/finished statuses. After a number of days that you specify, the ticket will Archive and disappear from the visible list of tickets. The data won't be lost and can still be found later if needed.
Click Save once you've added all the statuses you wish to keep.
It's useful to define which of your statuses constitute 'In Progress' and 'Closed'. Edit these groups and use the checklists available to make this specification.
This is used by the Pages application component 'Open Items'. So, for example you may wish on your homepage to have a component showing a short list of the tickets in this project that are currently open. Once you've added at least one status into the 'Open' group, that component can be used.
Recommended next article: