--- title: "Form Status" slug: "form-builder-form-status" updated: 2026-10-28T14:24:58Z published: 2026-10-28T14:24:58Z canonical: "help.quickbase.com/form-builder-form-status" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.quickbase.com/llms.txt > Use this file to discover all available pages before exploring further. # 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] > 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 1. In the portal, go to **Forms** > **Custom Form Status**. 2. Select **New Status**. ![The Custom Form Status page with the New Status button](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/status-01-custom-form-status-page.png?sv=2026-02-06&spr=https&st=2026-10-30T05%3A05%3A22Z&se=2026-10-30T06%3A05%3A22Z&sr=c&sp=r&sig=R0HuBLZvaXFedk%2B8X7x%2BtpiT9PfEPmtI%2BOZxz7F92g0%3D) 1. In **Name your status**, enter a name, for example *Needs Repair*. 2. Under Color, select a color. ![The New Status panel with the name Needs Repair and a color selected](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/status-02-new-status-name-color.png?sv=2026-02-06&spr=https&st=2026-10-30T05%3A05%3A22Z&se=2026-10-30T06%3A05%3A22Z&sr=c&sp=r&sig=R0HuBLZvaXFedk%2B8X7x%2BtpiT9PfEPmtI%2BOZxz7F92g0%3D) 1. Choose the user groups and forms that can use the status. Learn more in [Choose who can use a status](/fastfield/docs/form-builder-form-status#choose-who-can-use-a-status). 2. 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: 1. Turn off **This status applies to all User Groups?**. 2. 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](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/status-03-user-groups.png?sv=2026-02-06&spr=https&st=2026-10-30T05%3A05%3A22Z&se=2026-10-30T06%3A05%3A22Z&sr=c&sp=r&sig=R0HuBLZvaXFedk%2B8X7x%2BtpiT9PfEPmtI%2BOZxz7F92g0%3D) 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](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/image-1793100202892.png?sv=2026-02-06&spr=https&st=2026-10-30T05%3A05%3A22Z&se=2026-10-30T06%3A05%3A22Z&sr=c&sp=r&sig=R0HuBLZvaXFedk%2B8X7x%2BtpiT9PfEPmtI%2BOZxz7F92g0%3D) 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. 1. In the Form Builder, select **Settings** in the toolbar at the bottom of the canvas. 2. Select **Advanced Form Rules**, then select **Add Rule**. 3. Set the conditions for the rule. 4. Under Then perform these actions, select **Set Next Form Status Options**. 5. Select the statuses users can choose when the conditions are met. 6. 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](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/status-05-form-rule-status-action.png?sv=2026-02-06&spr=https&st=2026-10-30T05%3A05%3A22Z&se=2026-10-30T06%3A05%3A22Z&sr=c&sp=r&sig=R0HuBLZvaXFedk%2B8X7x%2BtpiT9PfEPmtI%2BOZxz7F92g0%3D) To make a rule depend on a status, select **Form Status** as the condition's field. It's listed under Others. > [!NOTE] > 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*. ## What's next - [Publish web forms and generate QR codes](/fastfield/docs/en/form-builder-publish-web-forms-and-generate-qr-codes) - [Duplicate a form](/fastfield/docs/en/form-builder-how-to-duplicate-a-form) - [View or revert to previous form versions](/fastfield/docs/en/form-builder-view-or-revert-to-previous-form-versions)