Jobs (Advanced): Using custom job statuses
When working on a job, you may want to reflect that it is delayed for some reason or that you need something from the client to proceed. This is where custom job statuses come to work. In this article, you will learn how to use them to make it clear to the team what is happening with a job.
Change the job status to custom one
When working on a job, you may want to change its status to show the delay. For example, if you want to request missing documents or your client needs an extension.
Changing the job status to a custom one is always done manually. To do it:
1. Open the job card. Click the status next to the Job info section.
2. Select an existing custom status or add a new one.
3. In the sidebar, select the status automations you want to trigger. Then, click Change status.
4. You will see linked elements created by automation in a color-coded section on the right of the job card. To manually link existing element or add new ones, click Link or Add New inside the color-coded section of the job card.
Entities linked to the job status are also displayed in the Linked section of the job card. In the Automove column, they are marked with the clock icon, meaning they impact the status change to Active.
Change the job status back to Active
When blockers are removed, it's time to put the job back to work. To do so, you need to change custom status back to Active. There are two ways to do it:
- Automatically: If the job status had automations that created linked action items or you manually linked them to it, they need to be completed for the job to become Active again. For example, if you linked a task to the Missing docs status, when you mark this task as completed, the job status automatically changes to Active.
- Manually: If the job status has no linked action items, you only need to click the job status and select Active to activate it again. If the job status has linked action items, you can do it, but then, like with moving jobs with the unfinished linked elements to another stage, you must select what needs to be done with the linked entities.
Change the job status to Archived
When you stop working on a job for some reason (for example, the work has been canceled or finished), you may archive it so that it doesn't clutter your Kanban view and job list. One way to do this is to change its status to Archived.
To do so, click the job status on the job card and select Archived. It will remove the job from the kanban view.
You can review or restore it from the Archived tab on the Workflow > Jobs page.
View jobs with custom statuses
Jobs in custom statuses can be easily distinguished from active ones.
- In the job list: Go to Workflow > Jobs and review the job status in the Job status column. If you don't see the column, click the gear icon and enable it.
Here, you can sort jobs by status or filter by the status name. This way, you can easily see all jobs in the same status from different pipelines. However, please keep in mind that for this to work, job status names must match exactly, including the capitalization.
- In the pipeline kanban view: custom job statuses are color-coded so that you can always clearly see where you have blockers inside the particular pipeline.
- Here, you can filter jobs by the status name. However, if you apply filtering by status in one pipeline from the Kanban view and then switch to another pipeline, you'll need to apply filtering again, as it will be reset.
Who can do this?
Custom job statuses can be updated by firm owner, admins, or any team member who has access to a job in a pipeline. Here's more on managing access to pipelines and jobs.