Use custom job statuses: guide

When working on a job, you may need to show that it’s delayed or waiting on client input. This is where custom job statuses come in. In this article, you’ll learn how to use them to clearly communicate the job’s current state to your team.

Make sure you have custom statuses created for a pipeline. Otherwise, follow creation guide first.

Step 1. Change the job status to a custom one

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 a custom status.

3. In the sidebar, select the status automations you want to trigger. For example:

• To handle filing extensions, apply a custom status like Needs extension and use the Create task automation with instructions on how to file it.
• To handle missing client information, use a status like Missing info with the Send client request automation listing what the client needs to provide.

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.

Step 2. Change custom status back

As a rule, jobs in custom statuses get moved Active status when all blockers are resolved. However, if it was canceled or the work is delivered to the client, the job status can be changed to Completed or Archived.

Change to Active

When all blockers are resolved, move the job back to Active status. This can be done manually or by completing linked items related to custom status automations.

• 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 client request to the Missing docs status, when your client provides the information (like a missing K-1), the job status automatically changes to Active. The same can be done for firm requirements with firm tasks, invoices, etc. Any linked item can serve as a trigger for the job to return to the active status, automatically, removing the need for extra stages in your pipeline.

• 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.

Once the job returns to Active status, it moves through the pipeline within the common flow.

Change to Completed or Archived

When the work is delivered to the client, click the job status on the job card and select Completed. The job stays in the pipeline but is excluded from overdue counts.

Once you are ready to clear it from the pipeline entirely — for example, when all post-work is done or the job was canceled — click the job status and select Archived. The job will be removed from the kanban view but remains accessible at any time.

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. The status is displayed with its assigned icon and color (if configured). 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.