In order to meet the unique needs of your business, CoreBridge offers the capability to create custom Item Statuses and Item Substatuses. These can help you in keeping your business organized.
Table of Contents
- How Statuses Work in CoreBridge
- Main Statuses
- Setting Up Item Statuses
- Setting up Item Substatuses
- Linking an Item Substatus to an Item Status
- Using Item Statuses and Item Substatuses
How Statuses Work in CoreBridge
In CoreBridge, there are three levels of statuses: Main Statuses, Item Statuses, and Item Substatuses.
a. Main Statuses - the overall status reflection of an Estimate, Order, Purchase Order, or Calendar Event.
b. Item Statuses - the status that reflects where an individual item is at in its workflow.
c. Item Substatuses - an additional status selection that can be used to clarify in more detail where an item is at in its workflow.
When using statuses, the Estimate, Order, and Purchase Order will take the earliest reflection of workflow to represent the entire Main Status.
Example: If you have three line items, one with an Item Status of Pre-WIP, one with an Item Status of WIP, and one with an Item Status of Built, the Main Status would be Pre-WIP, since that is the earliest reflection of workflow.
As each item moves through the workflow, the Main Status will automatically be updated.
Example: If you have only one line item with an Item Status that is changed from Pre-WIP to WIP, the Main Status will automatically update to WIP.
If you choose to manually update the Main Status, it will automatically update all Line Item Statuses that come earlier than the Main Status to the newly selected Main Status.
Example: If you have one line item with the Item Status of WIP, and then change the Main Status to Built, the Item Status on the Line Item will automatically update to Built.
Main Statuses
CoreBridge comes equipped with built in system statuses for Estimates, Orders, Purchase Orders, and Calendar Events. These statuses can not be altered, but Item Statuses and Item Substatuses can be used to further clarify where an item is at in its workflow.
Estimates:
- Pending: The first initial status of an Estimate. This can indicate that there is more work to be done on the Estimate before it is ready to move forward in the workflow.
- Awaiting Approval: An Estimate that is waiting for customer approval, including proof and pricing checks, would be Awaiting Approval.
- Approved: The customer has reviewed the Estimate and formally accepted it, authorizing work to proceed.
- Lost: This status indicates that the sale did not proceed for some reason, such as the customer choosing a competitor.
- Voided: This status is used for an Estimate that is no longer valid, such as the items are no longer offered, or entry errors.
Orders:
- Pre-WIP: This status is used for Orders that have been formalized or Estimates that have been converted to Orders, but production or fulfillment has not yet started.
- WIP (Work in Progress): The Order is currently in production or actively being worked on.
- Built: The Order has been completed but has not yet been delivered to the customer pending shipment, pickup, or installation.
- Invoicing: The Order is in the process of being billed.
- Invoiced: The invoice has been finalized and sent to the customer. This status confirms that billing is complete and the customer has officially been asked for payment.
Note: Once an Order has been moved to Invoiced status it is locked, meaning you can no longer make changes to the Order.
- Closed: The Order has been fully completed and the invoice has been paid in full.
- Voided: This status is used for an Order that was invalidated after being formalized, but before fulfillment or invoicing.
Purchase Orders:
- Requested: A Purchase Order has been created and submitted for review, but has not yet been approved or acted on. This status signals a need but no commitment yet.
- Approved: The Purchase Order has been reviewed and authorized internally. It’s ready to be sent to the vendor but has not yet been placed.
- Ordered: The Purchase Order has been officially sent to the vendor or supplier. The order is now pending fulfillment.
- Received: The items or services in the Purchase Order have been delivered and confirmed. This status indicates that the vendor has fulfilled the order, either partially or in full.
- Voided: The Purchase Order has been canceled and is no longer valid. This may happen due to errors, duplicates, or changes in purchasing needs. No further action will be taken on it.
Calendar Events:
- Scheduled: Indicates events that have been put on the Calendar and are upcoming.
-WIP: (Work in Progress): This status is used for events that are actively in progress.
-Complete: The scheduled time for the event has passed and it was concluded as scheduled.
-Incomplete: The scheduled time for the event has passed without being completed.
Setting Up Item Statuses
To create a new Item Status navigate to Settings / Workflow / Statuses.
1. Select Estimate, Order, Purchase Order, or Calendar Event from the tabs along the top.
2. Select a Main Status from the green and white bar. These are automated by CoreBridge and cannot be deleted.This is where your new Item Status will be located.
3. Click the Green Plus icon.
4. Enter the information for the New Item Status.
Note: Fields with a red asterisk are required.
a. Item Status - This is the name of the new Item Status as it will appear internally.
b. Customer Portal Name - This is the name that will be shown when viewed by your customer in their portal.
Note: This field will automatically populate with the same name chosen for the Item Status. However, this can be changed to a unique name.
c. Item Substatus - Select which Item Substatus or Substatuses you would like to associate with this New Item Status.
Note: Substatuses must be linked to an Item Status in order to be used.
Note: Click the X on the far right to clear this field.
5. Click Save.
Setting up Item Substatuses
To create a custom Item Substatus navigate to Settings / Workflow / Substatuses.
1. Select the Green Plus icon.
2. Enter a name.
3. Select the Green Check icon.
Note: Click the X if you do not wish to save the Substatus at this time.
Linking an Item Substatus to an Item Status
After creating an Item Substatus, it must be linked to an Item Status before it can be used.
Note: This process is the same regardless of the Main Status or Item Status.
To begin linking your Item Substatus navigate to Settings / Workflow / Statuses.
1. Select the desired Item Status.
2. Using the dropdown menu, choose the Item Substatus you would like to link to the Item Status.
Note: You can link multiple Item Substatuses to each Item Status.
3. Select Save.
Using Item Statuses and Item Substatuses
Estimates, Orders, and Purchase Orders
Using Item Statuses and Item Substatuses follows the same basic procedure within Estimates, Orders, and Purchase Orders. This example will use an Estimate.
Navigate to Sales / Estimates and select an Estimate.
1. Select Line Items tab.
Note: Each Line Item within an Order or Estimate can be labeled with an Item Status an Item Substatus.
2. Using the drop down menu chose the desired Item Status.
3. Using the drop down menu chose the desired Item Substatus.
Item Statuses and Substatuses in Calendar Events
Item Statuses and Item Substatuses can be added in Calendars or in the Scheduling Feature by following the same process. This example uses Calendars.
Note: Item Satuses and Item Substatuses can be set during event creation as well. For more information, please see Scheduling Overview.
Navigate to My Profile / Calendars.
1. Select a Calendar.
2. Click on an event.
3. Click Edit.
4. Select a Status from the dropdown menu.
Note: Statuses can be managed in Settings / Workflow / Statuses / Calendar Events. Statuses added there will populate in this dropdown.
5. Select a Substatus from the dropdown menu.
Note: Substatuses can be managed in Settings / Workflow / Substatuses. Substatuses must be linked to a Status in order to populate in this dropdown.
6. Click Save & Close.
