A pre-defined Status value can be applied to Items, Occurrences, Products, Systems or Rooms as a way of providing an overview of work process for each.

For example you may need to record the process of specification for items in a way that can provide an indicator of:

• which items are still being specified
• which have been specified but not yet verified and
• which have been accepted by the building end users as complete

You can allocate Status to indicate these values. You can then also use the same - or different - Status sets for Occurrences, and/or Products, and assign these independent of the Items that another Status may be assigned to.

In our example below, we add Product Statuses (for Suppliers who are required to document the Product for Maintenance and Operations): 

• Created
• In Specification
• Specification finished
• Accepted

The dRofus Administrator needs to first set up the Status fields and sets for the Project. The sample example appears in the navigation panel below under the "Item specification process" Tab.

In our example above, the Admin of this project has also added the "Workflow status" tab as a Status set valid for Systems, Items, Occurrences and Products, while the "Item specification process" has been added as a status for items only, "Product workflow" for products only and "Project milestones" for Occurrences only. (See Status set-up for a description of how to add a new Status tab and Status Set).

 When working in the Items, Occurrences or Products Modules, you will be presented with the Status field(s) under the Status section in the Properties Panel. In our example, the Item and Products views will show the following (different) Status fields under Status:

Item:

Product:

To view all Products with status "01- Ready for documentation", select the "Product workflow" tab in the navigation panel and select the Status you would like to view (here: 01 - Ready for documentation"). Make sure you have the product panel open to see the list of relevant products.

Statuses can be used as a criteria for extraction in Item and Occurrence reports, and can be displayed as an additional field in these reports.

Sequential Status Sets

It is possible to set up a Status Set to be sequential - that is, when you are at a certain Status (eg. in the Product workflow above) a user can only change the issue to a Status that is higher in the workflow, but not be able to set the issue to a lower status.

If an Object needs to be set to a lower Status for a Status Set that is sequential, then only the Admin has the permissions to do so.

The determination of whether a status set is sequential or not, is regulated via the settings for the status. A status set that has been sequential can be changed to not sequential, and vice versa.

Milestone status

It is possible to determine that certain Status Sets should be milestones, that is, that they can be set up with a due date. The reason to do so, would normally to be able to extract everything that is getting close to a due date across the different milestones. The due date is a setting found on the status set, and can only be modified by the Admin.

An example of a milestone set:

Searching for all occurrences due before a certain date:

Status set-up

It is only the Project Administrator who has the rights to set up status. How to do this is explained below, so that a user who requires a new status will know the choices that have to be made.

1. The setup can be found under Administration Settings
2. Under project, choose "Status"
3. Press "Add" to get the dialogue below:
   1. "Name" - will end up as the name of the work process (eg. "Product workflow")
   2. "Is sequential" - choosing this, means that a user only can choose the statuses that are further out in the process than the current status. Only the Admin can go back in a process.
   3. "For systems" - "For items" - "For occurrences" - "For Documents" - "For products" - concerns what this work process should be set up for. Please note that if you choose e.g. both Items and Occurrences here, there will be separate statuses on Items and Occurrences, as described above.
   4. "Has due date" - enables a date field on the status.

In the example above, the setting looks as follows:

Then Admin then needs to go into the Items Navigation Panel to set up the steps for each work process. For example, to add a new step - closed - to the Item specification process, the user has chosen "New" at the top right, to add the properties of the status "06 - closed":

Once a Status has been added, it can immediately be used by all who have access to the database.