Case statuses

The case status is a short text that tells users which phase a case is in, for example “In approval”, “Approved” or “Equipment handed over”. Do not confuse it with the case's system state (Active, Completed, Suspended), which TAS manages itself. The case status is set by the template through a calculation, and you define the list of statuses and their translations on the Statuses tab of the template.

Statuses tab

No.ElementPurpose
1SaveSaves the list of statuses and keeps the template open.
2Save and closeSaves the list of statuses and closes the template.
3DefaultRequired status name. This exact text is set by the calculation and stored in the case, so write it exactly as you will use it in calculations.
4Language columnsTranslation of the name for each application language. Users see the status in their own language; if a translation is missing, they see the default name.
5MoveDrag the icon to change the order of the statuses. Disabled when there is only one row.
6DeleteRemoves the row. The status is deleted only when you save.
7New rowAdds an empty row at the end of the list.
8BulkOpens a window for adding several statuses at once, see below.

Changes take effect only after you click Save. If you leave the tab with unsaved changes, TAS asks whether to save them.

Bulk adding statuses

The Bulk add statuses window is useful when you already have the statuses and their translations prepared, for example in a spreadsheet.

FieldPurpose
DefaultRequired. Status names, each on a separate line. Empty lines are skipped.
Language fieldsTranslations. The translation on line N belongs to the status on line N of the Default field.
AddAdds the statuses to the end of the list in the given order. You still need to save the list afterwards.
CloseCloses the window without adding anything.

How the case status is set

The status is written to the case by a task calculation, typically in the calculation section run On start or On end of the task. There is no separate case status field in the task settings.

FunctionPurpose
proc.setCaseStatus('Approved')Sets the status of the current case and saves it immediately.
proc.getCaseStatus()Returns the current case status, for example for a condition in a calculation.
lib.changeCaseStatus(idPripadu, 'Cancelled')Sets the status of another case by its ID, for example a parent case or a case found in a table.

In the sample Equipment request template, the calculations are set up as follows:

TaskWhenCalculation
Submit requestOn endproc.setCaseStatus('In approval');
Record approval (automatic)On startproc.setCaseStatus('Approved');
Revise requestOn startproc.setCaseStatus('Returned for revision');
Hand over equipmentOn endproc.setCaseStatus('Equipment handed over');
A status that is not in the list
If a calculation sets a status that is missing on the Statuses tab, TAS adds it to the list automatically when the case is saved (without translations) and writes a warning to the log. Add the translations manually afterwards.
Renaming a status
The status is stored in the case as the text of its default name. If you overwrite the default name on the Statuses tab, TAS removes the old status from the list and adds a new one. Cases that already have the old status keep it, but without translations. Also update the calculations that set the old name. Translations, on the other hand, can be changed at any time – the change also applies to existing cases.

Where users see the status

  • In the Cases list, in the Case status column:
  • In the case detail, in the basic information, if the template has no Case Overview.
  • In overviews as the Case status system column, which can also be used for filtering.
  • In the case graph, in the case information panel.
  • In the HR agenda.
  • In task e-mail templates as the insertable field CaseStatus.

Everywhere, the translation into the user's language is shown if the list of statuses contains it.

How to prepare statuses for a new template

  1. Think through the process phases that users need to distinguish (usually 3–6 statuses).
  2. On the Statuses tab, click Bulk, enter the default names and translations, and click Add.
  3. Arrange the statuses by dragging them and click Save.
  4. In the task calculations where the phase changes, add proc.setCaseStatus('…') with exactly the same default name.
  5. Create a test case and check that the status changes in the case list.

Related: Template tab; Template graph; Case list.

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