Every assignment has a status, and moves between statuses as the work progresses: from to do, to on site, to submitted, to signed off. Trysquare lets you name those statuses in your own words, and decide who can move an assignment between them.
One set of statuses is shared by every form in the workspace. To change it, open Admin settings and choose Statuses under Configuration.
You need the Manage forms permission.
The statuses you start with
A new workspace has four:
| Status | Category | Answers |
|---|---|---|
| To do | To do | Open. New assignments start here |
| In progress | In progress | Open |
| Complete | Complete | Locked |
| Cancelled | Cancelled | Locked |
The moves between them are To do to In progress, In progress to Complete, either of the first two to Cancelled, and Reopen from Complete back to In progress, which asks for a reason.
Categories
Each status belongs to one of four categories: To do, In progress, Complete or Cancelled. Categories are what Trysquare understands about a status. They drive the filters on the assignments list, and which statuses lock answers:
- To do statuses are always open for answers.
- In progress statuses are open, unless you switch Locked on.
- Complete and Cancelled statuses are always locked.
A locked status stops anyone changing answers, comments or photos, including Tenant Admins. An assignment can still be moved out of a locked status, for example to reopen it.
Adding and changing statuses
- Click Add status.
- Give it a Name and a Colour, and choose its Category.
- For an in-progress status, choose whether answers are Locked. A "Submitted" or "With reviewer" status is often locked, so answers cannot change while someone checks them.
- Click Save.
Drag statuses in the list to change their order. One to-do status is the default, where new assignments start; Make default changes it. A status's category is fixed while assignments are in it.
Deleting a status that assignments are in asks where those assignments should go, and moves them to another status in the same category.
Moves
The moves from a status are the buttons people see on an assignment in that status. Select a status, then under Moves from, click Add move and set:
- Moves to: the status it leads to.
- Button label: the wording on the button, such as "Submit for review" or "Return to inspector". Leave it blank and it reads "Move to" and the status.
- Who can: the roles allowed to make the move. Leave it empty for anyone. Tenant Admins can always make any move.
- Reason: whether the move asks for a reason, which is shown to the assignee and kept in the history. Useful for sending work back.
- Not assignee: stops the assignee making the move themselves, for example so an inspector cannot sign off their own work.
A review step, for example
A team that has every inspection checked before it is issued could set up:
- To do, then On site (in progress, open).
- Submitted (in progress, locked), with a move from On site labelled "Submit for review".
- From Submitted, a move back to On site labelled "Return to inspector", asking for a reason, and a move on to Issued (complete), labelled "Issue report", that only the Reviewer role can make and the assignee cannot.
Statuses also work with automations: an automation can email the Reviewer role whenever an inspection moves to Submitted.
Rules Trysquare checks when you save
- There must be one default status, and it must be a to-do status.
- There must be at least one to-do status and one complete status.
- The default status must have a way through to a complete status.