Form Status

Custom form statuses label each submission with where the work stands, such as Completed or Needs Repair. This article covers how to create statuses, choose who can use them, and control them with form rules.

How form statuses work

You create statuses in the portal and give each one a color. Then you choose which forms and user groups can use it.

When a user submits a form that has statuses, they choose one before the form is sent. The status and its color then show with the submission in the portal.

For example, an inspection form can offer Completed and Needs Repair. Your team can then filter submissions to find every inspection that needs a repair.

Note
A form status isn't the same as a task's dispatch state. Dispatch states, such as Dispatched, On Device, Started, and Completed, are set by FastField and can't be changed.

Create a status

In the portal, go to Forms > Custom Form Status.
Select New Status.

The Custom Form Status page with the New Status button

In Name your status, enter a name, for example Needs Repair.
Under Color, select a color.

The New Status panel with the name Needs Repair and a color selected

Choose the user groups and forms that can use the status. Learn more in Choose who can use a status.
Select Add.

Choose who can use a status

By default, a status is available to all user groups and to no forms. Assign it to forms before users can see it.

To limit a status to certain user groups:

Turn off This status applies to all User Groups?.
Under Select the User Groups allowed to use this status, select one or more groups.

The user group setting turned off, with the list of user groups to select

To choose the forms:

All forms: Turn on This status applies to all Forms?
Certain forms: Select Assign Forms, then select Assign next to each form. Select Back when you're done

The Unassigned Forms list with an Assign button next to each form

For example, inspectors and HR staff can each see their own statuses. Assign Needs Repair to the inspectors' group and Approved to the HR group.

To change or delete a status later, select Actions next to it on the Custom Form Status page.

Control statuses with form rules

In the Form Builder, you can use advanced form rules to change which statuses users can choose. You can also use a submission's current status as a rule condition.

In the Form Builder, select Settings in the toolbar at the bottom of the canvas.
Select Advanced Form Rules, then select Add Rule.
Set the conditions for the rule.
Under Then perform these actions, select Set Next Form Status Options.
Select the statuses users can choose when the conditions are met.
Select Save, then select Save Draft. Users get the rule after you select Publish.

A form rule that limits the next status to Escalated when Priority equals Critical

To make a rule depend on a status, select Form Status as the condition's field. It's listed under Others.

Note
The Assistant can't create form statuses or rules based on them. Use the Custom Form Status page and Advanced Form Rules instead.

Find submissions by status

On the Submissions page in the portal, the Status column shows each submission's status in its color. Filter by status to see, for example, every submission that needs review.

A status change can also trigger a workflow action. For example, notify your team when a status changes to Needs Repair.