Create and manage custom statuses

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Set statuses at the Space, Folder, and List level to organize your team's workflow. You can mark your tasks with custom, color-coded statuses like Doing or In review so your entire Workspace can easily see everyone's progress!

This article covers custom statuses. We also have several ready-to-use status templates.

What you'll need

Understand statuses

There are three default status groups: Active, Done, and Closed. Not Started is a fourth status group that is enabled through a ClickApp.

Not Started: Tasks that haven't been worked on yet.

Note: If the Not Started Status Group ClickApp is disabled after being enabled, all Not Started statuses will move to Active status.

Active: Tasks that are currently being worked on.

  • To Do is a default status. It can't be deleted, but you can rename and change the color.

    • If you have the Not Started ClickApp enabled, To Do will be part of the Not Started group.

Done: Tasks that are done, but need to remain open. For example, all engineering is complete on a sprint task but marketing and technical writing teams still need access to it.

  • Tasks in this status group are not considered overdue.

  • Any Dependencies are cleared when this status is applied.

Closed: Tasks that are totally completed.

  • Complete is the default status. You can rename it, but you can't change the color.

  • You can't create custom Closed statuses.

  • In List view tasks in this status are hidden by default. You can easily unhide them at any time:

    • In the top-right corner of List view, click Show Closed.

    • Closed tasks display in your task list.

    • Click Hide Closed to hide these tasks again.

Screenshot showing the hide closed statuses button.

Note: To ensure consistency across your Workspace, To do and Complete statuses are provided to mark the beginning and end of your workflows, and the color of Complete can't be changed.

Create custom statuses

When you create Spaces, you'll be asked to set statuses for the tasks added there.

Folders and Lists can also each have different statuses for their tasks. By default, their tasks follow the status Hierarchy:

  • Folders and Lists created in a Space inherit their Space's statuses.

  • Lists inherit their Folder's statuses.

  • Lists that don’t belong to Folders inherit their Space's statuses.

Note: You can create custom statuses for any status type except Closed.

When you create a Space, you're directed to the What task statuses do you want? modal.

  1. From the modal, select Custom.

  2. Click the Add Status button. All statuses are added by clicking Add Status.

  3. Type a name for your new status. You can use the color picker to change the default color.
    Tip: You can click the dropper icon for even more color options!

  4. From Active Statuses, you can drag any custom statuses to Not Started or Done.

  5. Click Save.

    • When you create a Folder, you're directed to the Create Folder modal.
      From the modal, click the > icon in the Task statuses tab.

Screenshot of the Folder Status modal.

You're directed to the What task statuses do you want? modal. Follow the same process as setting statuses for a Space.

Tip: You can also create custom workflows for individual Folders!

  • When you create a List, there's an option to start from scratch or inherit statuses. Click Start from scratch.

    Screenshot of Start from scratch option.

    You're directed to the What task statuses do you want? modal. Follow the same process as setting statuses for a Space.

Edit or delete statuses from Sidebar, List view, and Board view

You can rename, change color, or delete all default, custom, and status templates.

When deleting a status from a Space, Folder, or List, you'll be prompted to update any tasks and Automations that currently use that status.

Note: You can rename the status, but you can't change the color of the default Closed status.

Sidebar:

  1. Click the ellipses ... next to the Space, Folder, or List.

  2. From the Settings menu, select Statuses.

  3. From the What task statuses do you want modal, click the ellipses ... to the right of the status.

  4. From the menu select Rename, Change Color, or Delete Status.

  5. Click Save.

List View:

  1. From List view, hover over the status column and click the ellipses ... icon.

  2. From the Group Options menu, select Manage Statuses.

    Screenshot highlighting the ellipses icon to the right of the status column and the Manage Statuses selection in the Group Options menu.
  3. From the Edit statuses modal, click the ellipses ... icon.

  4. From the menu select Rename, Change Color, or Delete Status.

    • The other selections in the Group Options menu:

      • New status: Opens a modal where you can add a new status. If you’re adding a new status to a List that inherits statuses from a Folder, you'll also have the option to add the status to that Folder.

      • Select All: Selects all tasks in the List that share the same status. Opens the Multitask Toolbar where you can make bulk changes to those tasks.

      • Collapse group: Collapses the group that shares the same status.

      • Collapse All groups: Collapses all status groups.

      • Hide status: Hides that status in List view.

Board view:

Make sure your view is set to Group by: Status

  1. From a status column, click the ellipses ... icon.

  2. From the dropdown menu, choose one of three status options:

    • Rename status: Change status name.

    • Note: This is only available when you’re viewing a board where tasks have all the same statuses.

    • Edit statuses: Make changes to the statuses of the List you’re viewing.

    • Note: This is only available when you’re viewing a board where tasks have all the same statuses.

    • Archive all tasks in this column: Archiving a task removes it from view but allows you to restore it at any time. All tasks are preserved and are still searchable.

    • Collapse this column: Collapses the column and pins it to the side of the view.

    • Select All: Selects all tasks in the List that share the same status. Opens the Multitask Toolbar where you can make bulk changes to those tasks.

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