Status Sets
Playbook uses two status sets:
Work Item Statuses > Used for Tasks, Packages, Subpackages, and Stages.
Plan Statuses > Used for the Plan as a whole.
Together, these statuses provide visibility into both the progress of individual work items and the overall lifecycle of the Plan.
Work Item Statuses
Work Item Statuses represent the progress of Tasks, Packages, Subpackages, and Stages within a Plan.
The available statuses are:
Not Started
In Progress
Completed
Verified
NOTE: A Locked state can also be applied to Verified work items to prevent further changes.
Not Started
Not Started is the default Status for all work items.
It indicates that work has not yet begun.
In Progress
In Progress indicates that work has started.
To begin work on a Stage, the Playbook Manager or Playbook Admin must first update the Stage (column header tile) to In Progress.
When the column Status is updated:
All associated Packages, Subpackages, and Tasks within that Stage will also be updated to In Progress.
NOTE: A Package or Task cannot be set to In Progress while its parent Stage remains Not Started.
Completed
Completed indicates that all required work has been finished.
For a Task, this means:
All required work has been completed.
All required Forms or files have been submitted, where applicable.
For a Package or Subpackage:
All associated Tasks must be marked as Completed.
For a Stage:
All Packages within that Stage must be Completed.
NOTE: The Completed status is only be available once all required conditions have been met. Completion does not indicate that the work has been approved. Where Task Verification is enabled, the completed Task must still be verified.
Verified
Verified indicates that the completed work has been reviewed and approved by the assigned Task Verifier.
Once a Task has been marked as Completed, the assigned Verifier can confirm that it has been completed to the required standard.
Verification represents the final completion status for a Task.
Locked
Locked is not a separate status. It is a final state that can be applied to a Verified work item to prevent further changes.
When a Task, Package, or other work item is Locked:
It becomes read-only.
Associated Forms and Files can no longer be modified.
No further Workflow actions can be performed.
Locking may be used to preserve completed work or retain historical records that should no longer be edited.
NOTE: Locking is irreversible. Ensure all required actions are complete before proceeding.
Plan Statuses
Plan Statuses represent the lifecycle of the Plan itself rather than the progress of individual work items.
The available Plan Statuses are:
Draft
Open
Overdue
Closed
Draft
A Plan is created in the Draft status.
While in Draft, the Plan structure can be configured before work begins.
During this stage:
Packages and Subpackages can be created and organised.
Tasks cannot be created.
Attributes cannot be added.
The Permission Matrix cannot be managed.
NOTE: After a Draft is saved for the first time, Attributes can be created and the Permission Matrix becomes available. However, Tasks cannot be added until the Plan is published.
The Reset Table option is available only while the Plan is in Draft for the first time. Once the initial Draft has been saved, this option is no longer available.
The Reset Table option allows the entire table structure to be reset by specifying new row and column values.
NOTE: Resetting the table removes the existing table structure. Ensure any required changes have been considered before proceeding.
Open
Open indicates that the Plan is active and available for work.
Tasks, Packages, Stages, and other activities can be created, updated, completed, and verified while the Plan remains Open.
Overdue
A Plan automatically changes from Open to Overdue when its Plan Due Date passes.
When a Playbook Admin or Plan Manager opens an overdue Plan, a prompt is displayed notifying them that the Plan has reached its due date and asking whether they want to close it.
If the Plan contains unpublished draft changes, an additional warning is displayed before the Plan can be closed.
An Overdue Plan remains fully editable until its closed.
Closed
A Plan can be manually closed by a Playbook Admin or Plan Manager, regardless of whether all activities have been completed.
Closing a Plan requires a mandatory reason of up to 500 characters.
Once a Plan is closed:
All Tasks and activities become read-only.
Tasks cannot be created, completed, verified, or updated.
Forms cannot be submitted.
Automation triggers no longer run.
The Plan cannot be edited until it is reopened.
The Open and Closed statuses also apply to Templates. Closed Templates are unavailable for cloning.
Reopening a Plan
A closed Plan can be reopened by a Playbook Admin or Plan Manager.
Providing a reason when reopening is optional.
Once reopened, the Plan returns to the Open status and editing can resume.