Columns
Status
Use a Status column to track a lifecycle, with each state marked as not started, in progress, done, or cancelled. Restrict which moves are allowed.
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A Status column stores where a record is in its lifecycle. Each state has a name, a color, and a Lifecycle stage that says what the state means:
| Lifecycle | Meaning |
|---|---|
| Not started | The work hasn't begun. |
| In progress | The work is underway. |
| Done | The work is finished. |
| Cancelled | The work stopped and should not count as done. |
Because every state carries its lifecycle stage, reports, filters, and rules can ask "is this finished?" without depending on what you named your states. Done and Cancelled are both final, but they stay separate, so a voided invoice is never counted as a paid one.
When to use it#
Use Status for anything with a process: Order Status, Invoice Status, Ticket Status, or Job Stage. It is the natural column for a kanban view.
Use a Single Select instead for categories that don't move through stages, such as Priority or Region.
Settings#
| Setting | What it does |
|---|---|
| States | One row per state, with its color, State name, and Lifecycle. Click Add state to add one, and drag states into the order your process follows. You need at least one state to create the column. |
| Start from a template | Fills in four states to get you going: Not started, In progress, Done, and Cancelled. Rename them to match your own words. |
| Allowed transitions | Turn on Restrict which moves are allowed to choose, for each state, which states a record can move to next. |
| Default value | The state new records start in. Choose No default state to leave new records empty. |
Allowed transitions and Default value are under Show advanced options when you create the column, and in Edit property afterwards.
Allowed transitions#
By default any state can follow any other. When you turn on Restrict which moves are allowed, every move starts out allowed. Under each state, click the states a record should not move to next. For example, you can stop an invoice from going from Paid back to Draft, or require every order to pass through Packed before Shipped.
Transitions only control which moves are possible. Who may make a move, the conditions for it, and what happens afterwards belong in business rules.
Tips#
- Write your states in the words your team already uses, and give each one the right lifecycle stage. That stage is what reports rely on.
- When you filter, you can filter by lifecycle stage instead of by state name, for example every record whose state counts as Done. That filter keeps working even if you rename or add states.
- Use one Status column per table. If a record seems to need two lifecycles, the second one is often a separate table linked with a Relation.
- A Status column can be converted to Single Select or Text, and a Single Select can be converted to Status. See Change a column's type.
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