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Creating and Customizing Statuses in Workfront

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As a system administrator, you can create custom statuses in Workfront to more closely match the needs of your organization, or to more closely match the needs of individual groups within your organization. 

You can create custom statuses for projects, tasks, and issues. Consider the following options as you create custom statuses and make them available to users:

  • You can make the custom statuses that you create available to the entire Workfront site or only to specific groups.
  • You can enable Group Owners to edit the custom statuses, or you can lock the statuses so they cannot be edited.
    For more information about Group Owners, see "Creating and Managing Groups."

The following sections describe how to create custom statuses in Workfront:

Creating a System-Wide Status

Creating a System-Wide Status That Cannot Be Customized

You can require all groups throughout your Workfront site to use a custom status you create by locking the custom status. When you lock a status, the status cannot be edited by individual groups.

  1. Navigate to the Setup area in the Global Navigation Bar.
  2. Expand Project Preferences, then click Statuses.
  3. Select the tab of the object type (Project, Task, or Issue) you want to associate with the status.
  4. Ensure that System Statuses is selected in the drop-down menu in the upper-right corner of the Statuses page. 
  5. To create a new status, click Add a New Status.

    Or
    To edit an existing status, mouse over the status you want to edit, click the Edit icon, then specify a new name for the status.
  6. Specify the following information:
    Status Name: Give the new status a name. This is a required field.
    Description:
    (Optional) Provide a description of the status. This communicates to those using the status of its purpose and use.
    Color: Customize the color of the status by clicking the color field and selecting a color from the swatch panel. You can also enter a hex number in the field. 
    Equates With: Select one of the options from the list that best describes the function of your new status. For example, if the new status name is 'Done,' then the option it equates with would be 'Complete.' Every status you create must equate with one of the options in the drop-down menu. This determines how the new status functions.
    This option cannot be modified after the status is created.
    Key: Enter a code or abbreviation of your new status that is recognizable to your organization. This key must be unique for each object and can be used for reporting purposes.
    You cannot change the key code for Planning, Current, and Complete statuses. This is important if you are building a report in text mode.
    This option cannot be modified after the status is created.
    Hide Status: (Applies only to Project and Task statuses) When creating a system-wide status that cannot be customized by individual groups, leave this option unselected. When this option is unselected, the status is enabled for all groups in the system by default. 
    If this option is selected, the custom status is disabled for all groups by default.
    Issue Type: (Applies only to Issue statuses) Select the issue type where you want this status to apply. You can choose any of the following issue types:
    • Bug Report
    • Change Order
    • Issue
    • Request
  7. Ensure that the Lock for all groups option is selected.
    When this option is selected, the status is visible system-wide and users cannot customize the status for their individual groups.
  8. Click Save.
    The status is now available for all groups throughout the Workfront site.
  9. (Optional) You can set the status that you just created or modified to be a default status. For more information, see "Using Custom Statuses as Default Statuses."

Creating a System-Wide Status That Groups Can Customize

You can enable Group Owners to modify a custom status you create. (For information about how Group Owners can manage statuses for their individual group, see "Creating and Customizing Group Statuses.")

  1. Navigate to the Setup area in the Global Navigation Bar.
  2. Expand Project Preferences, then click Statuses.
  3. Select the tab of the object type (Project, Task, or Issue) you want to associate with the status.
  4. Ensure that System Statuses is selected in the drop-down menu in the upper-right corner of the Statuses page.
  5. To create a new status, click Add a New Status.
    Or
    To edit an existing status, mouse over the status you want to edit, click the Edit icon, then specify a new name for the status.

    The following page is displayed when creating a project status:
  6. Specify the following information:
    Status Name: Give the new status a name. This is a required field.
    Description:
    (Optional) Provide a description of the status. This communicates to those using the status of its purpose and use.
    Color: Customize the color of the status by clicking the color field and selecting a color from the swatch panel. You can also enter a hex number in the field. 
    Equates With: Select one of the options from the list that best describes the function of your new status. For example, if the new status name is 'Done,' then the option it equates with would be 'Complete.' Every status you create must equate with one of the options in the drop-down menu. This determines how the new status functions.
    This option cannot be modified after the status is created.
    Key: Enter a code or abbreviation of your new status that is recognizable to your organization. This key must be unique for each object and can be used for reporting purposes. When groups customize the status, each group can change the name of the status, but the key remains the same.
    You cannot change the key code for system-wide statuses. This is important if you are building a report in text mode.
    This option cannot be modified after the status is created.
    Hide Status: (Applies only to Project and Task statuses) When creating a system-wide status that groups can customize, you might want to enable or disable this option.
    This option determines whether the custom status is enabled by default for individual groups, as follows: 
    - Leave this option unselected if you want the custom status to be enabled by default for all groups throughout your Workfront site.
    - Select this option if you want the custom status to be disabled by default and allow Group Owners to enable it if they choose. 
    Issue Type: (Applies only to Issue statuses) Select the issue type where you want this status to apply. You can choose any of the following issue types:
    • Bug Report
    • Change Order
    • Issue
    • Request
  7. Ensure that the Lock for all groups option is selected.
    You must select this option at this point in order to make the status visible system-wide. You will deselect this option in a future step to ensure that users are able to customize the status.
  8. Click Save.
  9. Edit the custom status that you just created by mousing over the status, then clicking Edit.
  10. Deselect the Lock for all groups option.
    When this option is deselected, users can customize the status for their individual groups.
  11. Click Save.
    All groups can now view the custom status, and group owners can modify the custom statuses.
    IMPORTANT If you attempt to lock the custom status at a later time, a warning displays, indicating that other groups might be using the status and might have customized it to fit their group needs. Re-locking a status after it is customized by an individual group means that any customization made at the group level is reverted, and group owners can no longer edit or change the status.
  12. (Optional) You can set the status that you just created or modified to be a default status. For more information, see "Using Custom Statuses as Default Statuses." 

Creating a Status for Individual Groups

To eliminate the need for dozens of company-wide custom statuses, you can create custom statuses at the group level.

Creating a Custom Status for a Single Group

You can customize statuses and apply them to a group. This enables you to create custom statuses for groups, and provide control to the group owner.

NOTE Custom group statuses cannot be displayed on a project when viewing the project in an agile view. Only default and custom system statuses are visible when viewing a project in an agile view. (For more information about customizing an agile view for a project, see "Creating and Customizing an Agile View" in "Creating and Customizing Views.")

To create a custom status for a single group:

  1. Expand Project Preferences, then click Statuses.
  2. Select the tab of the object type (Project, Task, or Issue) you want to associate with the status.
  3. (Conditional) If the status is an issue status, select the issue type where the status was created.
    For more information about issue types, see "Understanding and Customizing Default Issue Types."
  4. In the drop-down menu in the upper-right corner of the Statuses page, select the name of the group for which you want to create a new status.
    [! add screen shot?]
  5. Click Add a New Status.
  6. Specify the following information:
    Status Name: Give the new status a name. This is a required field.
    Description: (Optional) Provide a description of the status. This communicates to those using the status of its purpose and use.
    Color: Customize the color of the status by clicking the color field and selecting a color from the swatch panel. You can also enter a hex number in the field.
    Equates With: Select one of the options from the list that best describes the function of your new status. For example, if the new status name is 'Done,' then the option it equates with would be 'Complete.' Every status you create must equate with one of the options in the drop-down menu. This determines how the new status functions.
    This option cannot be modified after the status is created.
    Key: Enter a code or abbreviation of your new status that is recognizable to your organization. This key must be unique for each object and can be used for reporting purposes.
    You cannot change the key code for Planning, Current, and Complete statuses. This is important if you are building a report in text mode.
    This option cannot be modified after the status is created.
    Hide Status: (Applies only to Project and Task statuses) Leave this option unselected to make the status available to users in the group.
    If this option is selected, the custom status is disabled and cannot be used by users in the group.
    Issue Type: (Applies only to Issue statuses) Select the issue type where you want this status to apply. You can choose any of the following issue types:
    • Bug Report
    • Change Order
    • Issue
    • Request
  7. Click Save.
  8. The status is now available for all members of the group. The status is available only on projects associated with that group.
  9. (Optional) You can set the status that you just created or modified to be a default status. For more information, see "Using Custom Statuses as Default Statuses."

Creating a Custom Status for Multiple Groups

[! Add the following? "The process for creating a custom status for multiple groups differs depending on whether you are making the status available to the majority of groups in the system, or whether you are making the status available to only a few groups." Not sure if I should document it or not.... Currently I have documented the steps for making the status available to a majority of groups in the system. To make the status available to only a few groups in the system, you would create the status and select both Hide and Lock. This would make the status dimmed for all groups in the system. Then you would go in and unhide it only for the groups where you want to enable it. Or you could unlock it and let the Group Owners decide whether they want to unhide it (and this is already mostly documented in section "Creating a System-Wide Status That Groups Can Customize"...]

To create a custom status for multiple groups, you must create a system-wide status, then hide that status from any groups the status does not apply to:

  1. Create a system-wide status as described in "Creating a System-Wide Status that Groups Can Customize."
  2. Expand Project Preferences, then click Statuses.
  3. Select the tab of the object type (Project, Task, or Issue) you want to associate with the status.
  4. In the drop-down menu in the upper-right corner of the Statuses page, select the name of the group for which the status does not apply.
    Only the first 100 groups in alphabetical order are available. If you need to hide the status for a group that is not available in the list, you must navigate to that group and hide it from there, as described in "Creating and Customizing Group Statuses."
  5. Mouse over the status you want to hide from that group, then click Edit
  6. Select Hide Status to hide the custom status from all users in that group.
  7. Click Save.
    The status is dimmed and no longer visible to all users in that group. [! What if I'm a member of 2 groups and one group it is hidden and the other it's not hidden? I'm assuming that I would have access to it?]
  8. Repeat Step 5 through Step 8 to hide the custom status from any other groups the status does not apply to.

Using Custom Statuses as Default Statuses

Understanding How Custom Default Statuses Function in Workfront

When a custom status is set as a default status, the new default status is used throughout the system in various ways. The ways in which the new default status is used depends on whether the status is set as a default system status, or a default group status.

Understanding Custom Default System Statuses

A custom status that you set as a default system status is used in the following circumstances:

  • New groups inherit any existing default system statuses: When you set a custom status as a default system status, any new groups you create inherit the new custom default status that you set.
    Groups that already existed when you set the new default system status do not automatically inherit the new custom status as a default status.
    For example, suppose there are 2 groups already created in your Workfront environment (Marketing and Sales). You create a new custom status that equates with Current, and call the status "In Process." You now create a new group called "Engineering." In this scenario, the Engineering group inherits the new default status; the Marketing and Sales groups do not.

Understanding Custom Default Group Statuses

A custom status that you set as a default group status is used in the following circumstances:

  • When the Workfront system chooses a status automatically, the default group status is used: The custom status that you set as the default group status is used when the Workfront system automatically assigns a status to an object. 
    For example, a task can be configured to automatically change to Complete status when the percent complete reaches 100%. If you create a custom status that equates with Complete and you set that custom status as a default status, Workfront changes the status of the task to the new default status.
    Custom statuses are used in this way only with group statuses that are associated with a task or issue. Custom statuses cannot be used in this way for statuses associated with a project.
  • [! This doesn't seem to work...  This only works if you modify the actual status that is already set as the default status. Should this scenario be documented somewhere?]The status of a project is determined by the group associated with the project: If the group associated with a given project changes, the status of the project changes depending on the default statuses defined for the group. (A group can be associated with a project via the Groups field when editing the project.)
    If that group changes, the status of the project changes if the new group has a different default status defined that equates with the current status of the project.
    For example, suppose that a project is associated with the Marketing group, and the status of the project is set to Planning. The project is edited so that it is now associated with the Sales group. The Sales group has a custom default group status called Thinking (and this status equates with Planning). In this scenario, the status of the project changes to Thinking.

Setting a Custom Status as a Default Status

To set a custom status as the default status:

  1. Navigate to the Setup area in the Global Navigation Bar.
  2. Expand Project Preferences, then click Statuses.
  3. (Conditional) To set a default status for a group, click the drop-down menu in the upper-right corner, then select the group for which you want to set default statuses.
  4. Click the Set Default Statuses drop-down menu.
  5. In the drop-down menu next to the status where you want to set the default status, select the default status you want to set.
  6. Click Save.

Applying Statuses to Work Assigned to a Group

You can apply custom statuses to a project, task, or issue. Users that belong to a group with those statuses can select the status to apply to a project, task, or issue they are working on.

To apply a custom status to a project:

  1. Navigate to a project, or create a new project.
    For more information, see "Creating a New Project."
  2. Click Edit Project.
  3. Navigate to the Group drop-down menu.
  4. Select a group and apply it to the project. Make sure the group has the custom statuses you created. See "Creating and Editing Custom Statuses"
  5. Navigate to the Status drop-down menu.
  6. Select the status of the project. The custom statuses you created and applied to that group appear.
    If you select a different group in the Group drop-down menu, the custom statuses in the Status drop-down menu automatically change to correlate with the group.

Deleting a Custom System Statuses

You can delete a status if it is no longer useful to your organization. However, you cannot delete the following built-in statuses: Planning, Current, and Complete. You can update the names, edit the colors, and lock or unlock these built-in statuses, but you cannot delete them.

Whether the status is locked or unlocked determines if the status is deleted for all groups in the system. When you delete a system status that is currently locked, the status is removed for all groups in the system, regardless of whether the group has renamed it. When you delete a system status that is currently unlocked, the status remains for all groups in the system.

For information about deleting a status only for a specific group, see "Deleting a Status" in "Creating and Customizing Group Statuses."

To delete a custom system status:

  1. To delete the status across the entire system (including for individual groups), mouse over the status, click Edit, then ensure that Lock for all groups is selected. Click Save.
    Or
    To delete the system status but retain it for individual groups, mouse over the status, click Edit, then ensure that Lock for all groups is unselected. Click Save.
  2. Mouse over the status you want to delete, then click Delete.
  3. A message appears asking if you would like to delete this status.
  4. Click Delete Status.
    The Delete Status dialog box is displayed.
  5. In the Set all projects currently with this status to field, select a status. Projects that were using the status that you are deleting are set to the status you select.
    Statuses are available in the drop-down list only if they equate with the same status as the status you are deleting.
    For example, if you are deleting a status that equates with Current, only statuses that also equate with Current are available to select.
  6. Click Delete Status.

Understanding Default Status Order

The order in which statuses display in the Project Preferences area is the order in which the statuses will display at the object level. 
status_panel_and_project_status.png

By default, all projects, tasks, and issues are associated with the group of the project. You cannot create a project that is not associated with a group. 

Understanding Status Order for Tasks and Projects

The order in which statuses display at the object level is identical for projects and tasks. 

You can customize the order in which statuses display for tasks and projects for individual groups. When working with tasks and projects associated with a Group, the statuses will show in the same order you establish at the system level. 

By default, task statuses display in the following order:

  • New
  • In Progress
  • Complete

By default, project statuses display in the following order:

  • Current
  • Dead
  • On Hold
  • Planning
  • Complete
  • Requested
  • Approved
  • Rejected
  • Idea

NOTE If you customize the order of statuses only for System Statuses, this order will not appear on project and tasks that are associated with groups. The order of the statuses for all other groups will be the default order, before it was customized for the System Statuses.

To customize the order in which statuses display for tasks and projects:

  1. Navigate to the Statuses area in Project Preferences.
  2. Select the Projects or Tasks tab.
  3. (Optional) Select a group from the upper-right menu of the statuses list. 
  4. Drag and drop the statuses in the order desired. 
    The new status order is saved automatically. 

To ensure that the status order has been preserved, navigate to a task or a project, and expand the Status menu. You should see the statuses in the same order that you have established at the system level. 

Understanding Status Order for Issues

You can customize the order in which statuses display for issues for individual groups, as well as for individual issue types. 

NOTE Not all issue statuses from the Master List apply to all issue types. 

By default, issue statuses display in the following order:

  • New
  • In Progress
  • Reopened
  • Awaiting Feedback
  • On Hold
  • Cannot Duplicate
  • Closed
  • Resolved
  • Verified Complete
  • Won't Resolve

NOTE If you customize the order of statuses only for System Statuses, this order will not appear on issues that are associated with groups. The order of the statuses for all other groups will be the default order, before it was customized for the System Statuses.
You must customize the order of statuses for each issue type, to make it appear the same for all issue types. You cannot customize the order of statuses for the Master List.  For more information about issue types, see "Configuring Request Types."

To customize the order in which statuses display for tasks and projects:

  1. Navigate to the Statuses area in Project Preferences.
  2. Select the Issues tab.
  3. (Optional) Select a group from the upper-right menu of the statuses list. 
  4. (Optional) Select an issue type from the following options:
    • Bug Report
    • Change Order
    • Issue
    • Request
  5. Drag and drop the statuses in the order desired. 
    The new status order is saved automatically.

To ensure that the status order has been preserved, navigate to an issue, and expand the Status menu. You should see the statuses listed in the same order that you have established at the system level. 

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