You can add or change statuses to a workflow template to define the states available in the workflow. Any changes you make once a workflow is in use affects all projects using that workflow.

1. Confirm that the correct business unit is selected in the Business Unit field, and that no project is selected in the Project field.
2. Select Business Setup > Standards And Templates > Workflow Templates.
3. Select the workflow template to which you want to add statuses in the Workflow Templates area of the Workflow Templates screen.
4. In the Workflow Template Statuses area, select Add.
5. In the Workflow Template Status field on the Add Workflow Template Status screen, enter a name for the status.
6. To add a color, select Choose, and then select a color.
   This color displays on the device or web application when you select the status. It also displays in reports.

   • Reds are often used to indicate open or not started statuses, though they can also be used to indicate rejected or other problem statuses.

   • Yellows are often used to indicate statuses configured as complete, but they can also be used to indicate in progress statuses.

   • Greens are often used to indicate statuses configured as closed and/or final.

7. Select one or more checkboxes as appropriate for this status to aid analysis of forms, tasks, and locations or processes:

   Workflow Status Type	Definition
   Complete	Often used to mean that the work is done, but has not yet been inspected or accepted. Only one status in a workflow can be set to Complete. The Complete status is useful for filtering tasks and forms. Changing the status of a task to Complete automatically populates the ActualFinishDate field. You can still edit a task or form when the status is Complete until it is also set to read only. More than one step can have a Complete status.
   Closed	A Closed status means that the workflow has finished, even if it is not final. For example, a step with a description of rejected or not applicable may end the workflow with the Closed status. The Closed status is useful for filtering tasks and forms. Changing the status of a task to Closed automatically populates the ActualFinishDate field. You can still edit a task or form when the status is Closed until it is also set to read only. More than one step can have a Closed status.
   Final	A Final status locks a workflow. You can’t reopen a workflow with a final status. You can have only one step with a Final status. A Final status must also be Closed. When you select the checkbox to make the status Final, Field View automatically also selects Closed. Only one step can have a Final status.

   Workflow Status Options	Definition
   Read Only Form Answers	Prevents users from editing the form answers, though you can still add images, comments, and attachments. A user may be able to change the status to another that then allows editing.
   Read Only Actions, Attachments and Comments	Makes the actions, comments, and images icons unavailable to the user after the form becomes read only. A user may be able to change the status to another that will then allow adding actions, comments, and images.
   Signature Required	Requires the user to provide a signature before being allowed to change an item to that status.

8. The Device Synced Status and Media Synced checkboxes manage data or photographs and other media for a project when users sync their devices. Clearing these options for a status removes project data that’s no longer needed to save storage space and reduce clutter on the device. By default, both checkboxes are selected and all data is synced to the devices for every status. Regardless of what’s selected, all data is always visible on the web site.

   • If you want tasks or forms set to this status to be removed when the user syncs their device, clear the Device Synced Status checkbox.

     Processes and assets are unaffected by this.

   • If you want media which is assigned to tasks, forms or processes set with this status to be removed when the user syncs their device, clear the Media Synced checkbox.

     Assets are unaffected by this.

9. Select Save.