Overview: Statuses are used in our system to show where a job, record or client query is at. They are an important part of our system and help you keep track of your work.
Job statuses are those that a Workpaper binder can be set to, for example, In Progress or Completed.
Records are the actual worksheets sitting within the Active Workpapers, either a standard Business Fitness worksheet record or one that a user manually creates.
Client queries are the questions asked by the preparer to the client in relation to their work preparation.
Please refer to the Glossary for definitions of key terms used in this article.
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Statuses
What is a status?
A status is a label that is assigned to a job, record or client query to indicate its current state. This allows you to easily see where a job is at and what still needs to be done. Active comes with a list of default system statuses. Any customised status needs to be allocated a system status.
Types of statuses
There are several types of statuses that can be used in our system, as below.
Job statuses
Job statuses are used in binders in Active Workpapers and jobs in Active Workflow.
WORKFLOW ORDER | SYSTEM STATUS | CHANGING THIS STATUS TRIGGERS/AFFECTS |
1 | Not Started | N/A |
2 | In Progress | Count towards number of 'Open Binders' in client group screen |
3 | Wait Client | Count towards number of 'Open Binders' in client group screen |
4 | Review | Count towards number of 'Open Binders' in client group screen |
5 | Completed | Will lock down binder and prevent most changes from happening, including the Excel workbook |
6 | On Hold | Count towards number of 'Open Binders' in client group screen |
7 | Cancelled | N/A |
Record statuses
Record statuses are used to easily manage the records in a binder.
WORKFLOW ORDER | SYSTEM STATUS | CHANGING THIS STATUS TRIGGERS/AFFECTS |
1 | Created | N/A |
2 | In Progress | N/A |
3 | Rework Required | N/A |
4 | Client Query | N/A |
5 | Ready for Review | N/A |
6 | Approved | Once marked as Approved, a record will no longer be displayed in the Outstanding Records section in the QA Centre. Any worksheet/document in this record will be locked down |
7 | Complete | Once marked as Complete, a record will no longer be displayed in the Outstanding Records section in the QA Centre. Any worksheet/document in this record will be locked down |
Client query statuses
Client query statuses are used to easily manage the client queries in a binder.
WORKFLOW ORDER | SYSTEM STATUS | CHANGING THIS STATUS TRIGGERS/AFFECTS |
1 | Created | Will show as an item that requires attention in the red circle next to the binder status and be filtered as 'Unresolved' in the Notes & Queries screen. |
2 | Ready to Sent | Will show as an item that requires attention in the red circle next to the binder status and be filtered as 'Unresolved' and 'Ready to Send' in the Notes & Queries screen. |
3 | Sent | Will show as an item that requires attention in the red circle next to the binder status and be filtered as 'Unresolved' in the Notes & Queries screen. |
4 | In Progress | Will show as an item that requires attention in the red circle next to the binder status and be filtered as 'Unresolved' in the Notes & Queries screen. |
5 | Actioned | Will show as an item that requires attention in the red circle next to the binder status and be filtered as 'Unresolved' in the Notes & Queries screen. |
6 | Resolved | Will no longer show as an item that requires attention in the red circle next to the binder status and no longer be filtered as 'Unresolved' in the Notes & Queries screen. |
Updating statuses
If the status of a job, record or client query changes, you can easily update it in our system. Simply select the job, record or client query and choose the new status from the dropdown menu. This will automatically update the status and reflect the change on the job, record or client query.
How to customise job statuses
From the Admin Centre, click on Job Statuses under the Workpapers banner.
The Active Platform ships with a standard set of job statuses as below.
Adding a new job status for use within Workpapers
Click on New Status.
Fill out job status name, for example, Manager Review. Create a new status code and set an icon.
Note: If you are also using Active Workflow, you will have additional fields to complete.
The Kanban Column indicates the status that the job will be set to in Active Workflow once the job has been set to a certain status.
So for example, if the Kanban Column is set to 'Awaiting Review', once the job status has been set to 'Manager Review', it will move to the 'Awaiting Review' section of the Active Workflow tool.
If you want the change of status to notify a user of the change, for example, when setting the status to 'Manager Review' you wish to trigger a notification to the manager, then select a user to notify of the change.
Set the system job status to the one that your new status relates most to, for example, 'Review' in this case.
Set the colour of the status (if desired). Click Add.
The new job status will be added to the list of job statuses available to set the job to.
Editing an existing job status for use within Workpapers
Select the job status you wish to edit.
Edit the particular detail you wish to change and press Save.
To delete the record status from the system, press Delete and confirm that you understand this action can not be undone. This will remove the job status from Active Workpapers.
How to customise record statuses
From the Admin Centre, click on Record Statuses under the Workpapers banner.
The Active Platform ships with a standard set of record statuses as below.
Adding a new record status for use within Workpapers
Click on + New Status.
Fill out record status name, for example, 'Cancelled'. Create a new code and set an icon.
Set the system job status to the one that your new status relates most to, for example, 'Complete' in this case.
Set the colour of the status (if desired). Click Add.
The new record status will be added to the list of record statuses available to set the record to.
Editing an existing record status for use within Workpapers
Select the record status you wish to edit.
Edit the particular detail you wish to change and press Save.
To delete the record status from the system, press Delete and confirm that you understand this action can not be undone. This will remove the record status from Active Workpapers.
How to customise client query statuses
From the Admin Centre, click on Client Query Statuses under the Workpapers banner.
The Active Platform ships with a standard set of client query statuses as below.
Adding a new client query status for use within Workpapers
Click on + New Status.
Fill out client query status name, for example, Received. Create a new code and set an icon.
Set the system status to the one that your new status relates most to, for example, In Progress in this case.
Set the colour of the status (if desired). Click Add.
The new client query status will be added to the list of statuses available to set the client query to.
Editing an existing client query status for use within Workpapers
Select the client query status you wish to edit.
Edit the particular detail you wish to change and press Save.
To delete the record status from the system, press Delete and confirm that you understand this action can not be undone. This will remove the client query status from Active Workpapers.
