You can add statuses to items, occurrences, products or systems to keep an overview of where in a work process each is placed.

For example, if you need to have a specification process for items with an overview of:

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

You can use statuses for this. You can then also use the same - or new - status sets for occurrences, and/or products, and tag these independently of the items they are related to.

In our example, we add product statuses (for suppliers who are to document the product for Maintenance and Operations): 

• Ready for documentation
• In documentation
• Ready for acceptance
• Not Accepted
• Accepted

The dRofus admin sets up the status sets for you, and these appear in the navigation panel as seen below.

In our example above, the admin of this project has added the "Workflow status" field as a status field valid for both 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 work process and status).

 When you are editing the items, occurrences or products, you will see the status field(s) under the classification section in the properties panel. In our example, the items and products views will show the following (different) status fields under Classification:

Item:

Product:

To see all products with status "01- Ready for documentation", select the "Product workflow" header in the navigation panel and choose the status you want to have an overview of (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 will be displayed in these reports.

Sequential status sets

It is possible to have a status set that is sequential - that is, when you are at a certain status (eg. in the product workflow above) a user will only be able to process the issue to a status that is higher in the workflow, and not set the issue to a lower status.

If an object needs to be set to a lower status on a status set that is sequential, the admin has the right to do so.

The determination of whether a status set is sequential or not, is regulated in 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 status sets should be milestones, that is, that they are 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 be changed by the admin.

An example of a milestone set:

Searching for all occurrences due before a certain date:

Status set-up

It is 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 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 the steps of 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 "05 - closed":

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