Define custom statuses for events, cases, and clients to match your agency's unique workflows, trigger notifications on status changes, and filter records for reporting.

### Overview

- **What it is:** The **Statuses** module lets you create and manage custom status values that can be applied to events, cases, and client records throughout the eCourtDate platform.
- **Why it matters:** Every agency has unique workflows and terminology. Custom statuses let you track progress, categorize records, and automate notifications using labels that match how your team actually works.
- **Who uses it:** Agency administrators who configure system settings, and all staff members who use statuses to track the progress of events, cases, and clients.
- **Expected outcomes:** Custom status labels tailored to your workflows, automated notifications triggered by status changes, and improved filtering and reporting capabilities.

### Prerequisites

- An active eCourtDate agency account
- Administrator role with permission to manage agency settings
- Understanding of your agency's workflow stages for events, cases, and clients

### How-To Steps

#### Step 1: Navigate to Statuses

1. Go to **Admin** > **Statuses** from the main navigation.
2. Review the list of existing status values organized by record type (events, cases, clients).
3. Click **Create Status** to create a new custom status.

#### Step 2: Create a Custom Status

1. Click **Create Status**.
2. Enter a **Name** for the status (for example, "Under Review," "Awaiting Compliance," or "Active Supervision").
3. Select the **Record Type** the status applies to: **Event**, **Case**, or **Client**.
4. Choose a **Color** to visually distinguish this status on dashboards and lists.
5. Add an optional **Description** explaining when this status should be used.
6. Click **Save** to create the status.

#### Step 3: Apply a Status to a Record

1. Open an event, case, or client record.
2. Locate the **Status** dropdown on the record detail page.
3. Select the new custom status from the dropdown.
4. Click **Save** to apply the status change.
5. The status change is logged in the record's activity history.

#### Step 4: Trigger Notifications on Status Change

1. Go to **Admin** > **Statuses** and open the status you want to configure.
2. Enable the **Notify on Change** toggle.
3. Configure the notification settings: select who should be notified (client, assigned staff, or both) and the notification channel (email, SMS, or push notification).
4. Enter or select the notification template to use.
5. Click **Save** to activate notifications for this status.

#### Step 5: Filter and Report by Status

1. Navigate to the module you want to filter (for example, **Events**, **Cases**, or **Clients**).
2. Use the **Status** filter to select one or more status values.
3. The list updates to show only records matching the selected statuses.
4. Click **Export** to download the filtered results for reporting purposes.

#### Step 6: Edit or Deactivate a Status

1. Go to **Admin** > **Statuses**.
2. Click on the status you want to modify.
3. Update the name, color, description, or notification settings as needed.
4. To deactivate a status without deleting it, toggle the **Active** switch to off.
5. Click **Save** to apply your changes.

### What to Expect

New statuses are available immediately in the corresponding record type dropdowns. Notifications triggered by status changes are sent in real time according to your configuration. Deactivated statuses no longer appear in dropdown menus but remain on records where they were previously applied, preserving historical data.

### Best Practices

- Keep status names short and descriptive so they are easy to scan in lists and dropdowns.
- Use consistent color coding across record types (for example, green for active, red for urgent, gray for closed) to create an intuitive visual system.
- Limit the number of statuses to what your workflows genuinely require. Too many options slow down data entry and reduce consistency.
- Document your status definitions and share them with your team so everyone applies statuses consistently.
- Review and clean up unused statuses periodically to keep dropdowns manageable.

### Frequently Asked Questions

**Q: Can I use the same status name for different record types?**
A: Yes. You can create a status with the same name (such as "Active") for events, cases, and clients. Each is managed independently and applies only to its assigned record type.

**Q: What happens to records when I deactivate a status?**
A: Records that already have the deactivated status retain it. The status simply no longer appears as an option in dropdown menus for new assignments. You can reactivate it at any time.

**Q: Can I delete a status entirely?**
A: Deleting a status is only possible if no records currently use it. If records are assigned to the status, you must reassign them to a different status first. Deactivating is recommended over deleting to preserve historical data.

**Q: How do I reorder statuses in the dropdown?**
A: Navigate to **Admin** > **Statuses** and use the drag-and-drop handles to reorder the list. The order you set is reflected in the dropdown menus throughout the platform.

**Q: Can status changes trigger automated actions beyond notifications?**
A: Yes. Status changes can be configured to trigger workflows such as task assignments, follow-up reminders, or bulk action eligibility updates. Work with your administrator to set up advanced automation rules.

### Troubleshooting

**Issue:** A custom status does not appear in the dropdown menu.
**Symptoms:** After creating a new status, it is not available when editing a record.
**Solution:** Verify the status is assigned to the correct record type (event, case, or client). Confirm the status is set to active. Refresh the page or clear your browser cache. If the issue persists, check that you have the necessary permissions.

**Issue:** Notifications are not sent when a status changes.
**Symptoms:** You change a record's status but no notification is received.
**Solution:** Open the status in **Admin** > **Statuses** and verify that **Notify on Change** is enabled. Check the notification template and channel configuration. Review the notification delivery log for any failed deliveries. Ensure the recipient has valid contact information on file.

### Related Articles

- [How to Manage Events](/how-to-manage-events)
- [How to Manage Cases](/how-to-manage-cases)
- [How to Manage Clients](/how-to-manage-clients)