Managing statuses

Statuses label where a partnership, deal, or task sits in its lifecycle — for example a task that is To Do, In Progress, or Complete. You define the statuses your workspace uses, what color each one shows, and how tasks move through them.

Who can manage statuses?

Statuses are managed by Site Admins. A Site Admin with the Editor role can create, edit, and delete statuses. Managers, Team Members, and Collaborators can see statuses in use but cannot change the list.

If you don't see the options described below, your role is read-only — ask a Site Admin to make the change.

Where to find statuses

Statuses live under Settings. Open Settings from the left sidebar, then choose Statuses.

To add one, choose New Status. Trak asks you to Choose Status Type first, because the type decides where the status appears. After you pick a type, you fill in the rest of the form.

The four status types

Deals statuses are only available when the Sales > Deals module is enabled for your workspace.

Settings every status shares

• Status Color. Each status is shown in one of four colors — Red, Amber, Green, or Blue — so its state is readable at a glance.
• External ID. If a status was brought in from another system during an import, it keeps that system's identifier here. You can set or edit it on any status.
• Default Status? One status per type is the default — the one applied automatically when no status is chosen. In the list, the default is marked with a Default badge.

Why can't I delete a status?

Two rules protect statuses that are in use:

• You cannot delete the default status. Trak blocks it with the message "You can not delete the default status." Make another status of the same type the default first, then delete the old one. Every type must always keep at least one default.
• When you delete a status that has records on it, Trak asks you to transfer those records to another status of the same type, so nothing is left without a status.

Task statuses

Task statuses define a workflow — the ordered set of steps a task moves through. On a task, the Workflow section shows the current status and lets you move it forward. The Description you give a status appears in that Workflow dropdown to explain what the step means.

Two settings control completion, and they work independently:

• Completes the Task? A yes/no flag. When a task reaches a status with this on, the task is treated as done.
• Completion Percentage. A separate 0–100 figure shown as a progress badge on the workflow. Use it to reflect partial progress on statuses that don't yet complete the task. This figure also rolls up into the partnership's overall completion: a partnership's completion is the average of its tasks' percentages, so a task sitting at 50% raises the partnership's completion figure even before it's marked done.

Requiring a reason for a status

You can require anyone who moves a task into a particular status to explain why. This is available on Task statuses only.

On the task status, turn on Require a Reason?. As the setting explains: "Anyone moving a task into this status must give a reason. The reason is kept with the status change and shown on the task until it moves to a status that does not require one."

Once it's on, a member who moves a task into that status sees a Reason Required prompt — "Moving this task to [status] requires a reason." — and must enter text and choose Save Reason before the change is saved. Moving several tasks at once asks for a single reason and stores the same one against each task. The task can't be saved without it, whether the change is made in the app or through an import.

The reason then appears on the task under Reason for Status, and stays there until the task moves to a status that doesn't require one.

Which collections a task status appears on

A collection is a grouping of tasks that share a workflow. By default a task status appears on all collections. To limit it, use Attach to Collections on the status and pick the collections it should appear on.

You can manage this from either side:

• Creating a new collection automatically assigns every existing task status to it. You can then narrow that down to only the statuses you want.
• From a collection (Settings > Collections), you can edit which statuses it uses at any time.

Deal statuses

Deal statuses carry a Pipeline Stage, which controls how the deal behaves in the sales pipeline:

• Pipeline Status — the deal appears in the Sales Pipeline, and products attached to it count toward pending inventory.
• Closed Won — the deal leaves the Sales Pipeline, and its products reduce available inventory quantity.
• Closed Lost — the deal leaves the Sales Pipeline, and its products no longer count as pending.

Deal statuses also have a Projected Percentage (0–100), used to weight the projected value of deals sitting at that stage in your pipeline totals.

Partnership statuses

Partnership statuses control visibility through Collaboration Settings, a single choice with three options:

• Inactive — partnerships on this status are hidden from partnership lists and dropdowns, and are unavailable to collaborators.
• Internal — they appear in partnership lists and dropdowns, but remain unavailable to collaborators.
• Collaborative — they appear in lists and dropdowns and are available to external collaborators.

Collaborative is the status that opens a partnership up to its external collaborators. Until a partnership is set to Collaborative:

• A collaborator assigned to it cannot open the partnership. Trak treats them as if they aren't assigned to it, so it won't show up for them and they can't work in it.
• The collaborator won't receive notifications about the partnership's activity. Only internal managers are notified while it's Internal or Inactive.

Once the status is set to Collaborative, assigned collaborators can access the partnership and start receiving its notifications.

Contractual statuses

Contractual statuses track the contractual state of work and are used on deal lines and tasks. They carry the shared settings above — color, external ID, and a default — but not the workflow, pipeline, or collaboration options specific to the other types.