Task statuses are used to indicate and track how far a task is in its workflow. Each status represents a specific step a task can be in, for example "To-do", "In progress" or "Done". With statuses, you and your employees can quickly get an overview of which tasks are pending, started or completed.
The statuses can be adapted to your company's workflow. Each status is configured with a unique system name, a localized display name, a color code and a type that determines the status's role in task management.
From Financial, select "Setup" in the menu and then "Task statuses". You are now in the list view, where all existing task statuses are shown.
If you cannot see the menu item, you probably do not have permission for it. Contact support.
The list view shows an overview of all created task statuses. The list has three columns.
System name shows the internal, unique identifier for the status.
Display name shows the text presented to users in the interface.
Type shows which overall category the status belongs to, for example "To-do" or "Done".
You can sort the list on the System name and Display name columns by clicking the column header.
At the top of the list view there is a row of buttons for working with task statuses.
Create (+ icon) creates a new task status. Click the button to open the edit screen for a new, empty status.
View (pencil icon) opens the selected task status for editing. The button is only active when you have selected a row in the list. You can also open the edit by double-clicking directly on a row.
Remove (cross icon) deletes the selected task status. The button is only active when a row is selected and the status is not a system status. System statuses cannot be deleted, see the section below.
Help (? icon) opens the context help for the screen.
When you click "Create" or "View", the edit screen opens inline — i.e. in the same view without switching page. The same happens if you double-click a row in the list.
The edit screen contains four fields described below.
Finish with the button Save and close to save your changes and return to the list. Click Cancel to discard changes and return to the list without saving.
The Help button (? icon) in the edit screen's toolbar opens the context help specifically for the edit view.
System name: The internal, unique identifier for the status. The system name is only specified when creating and is read-only on existing statuses — it cannot be changed afterwards. The field validates that the system name is unique in the system.
Display name: The text shown in the user interface when the status is presented to users. The field is localized, so you can specify the display name in multiple languages. The display name must be unique in the system.
Color: A color picker that lets you assign a color to the status. The color helps identify the statuses visually in task lists and scheduling views.
Type: A dropdown that determines the status's overall category. The four possible values are described below.
Not set is used when no particular type is selected. The status is not part of a fixed workflow logic.
To-do indicates that the task has not yet been started and is waiting to be taken up.
In progress signals that work on the task is actively underway.
Done shows that the task is completed.
Some task statuses are created by the system and marked as system statuses. These cannot be deleted. The Remove button is disabled when a system status is selected in the list. You can still edit the display name, color and type of a system status.
If you try to delete a task status that has already been assigned to one or more tasks, a confirmation dialog with the title "Task status is in use" and the message "This task status is in use. Do you want to delete it anyway?" is shown.
If you confirm with "OK", the status is deleted. If you click "Cancel", the deletion is aborted and the status is kept.
If you have any questions, you are welcome to contact support.
Want to know more?
Read more in these related articles:
Task types
Learn how to create, edit and deactivate task types in Sapera, including configuration of fields, assignments and participant settings.
Tasks
Complete guide to Tasks in Sapera: creating and editing tasks, the Work log tab, the Attachments tab, recurrence, the Task information side panel, Calendar and integration with sales orders.
