Pre-requisites:

Role privilege as mentioned below, on the project in which file statuses are to be defined:

Below are the steps to define file statuses in a project:

1. In the 'Projects' area, navigate to the project where file statuses are to be defined.

2. Right-click the required project and select 'Settings' then 'File Statuses'.

Alternately, hover your mouse over the project thumbnail in the thumb view and click the icon. A layered page opens. Click 'File Statuses'.

3. It opens the 'Manage Doc Statuses' screen where you can add, amend, and deactivate the file statuses and their permissions.

4. Click the 'Add New Status' button to create a new file status. This button adds a new file status and lets you enter the status name and abbreviation.

5. While creating a new file status, the system assigns default values for its access rights as default [no access], <<creating user>> as [admin], and <<workspace administrator>> as [admin].

6. Type in the file status name. To assign users, click or key in the characters in the textbox on the right side. Suggested users, roles, and organizations start appearing at the bottom. User records can also be searched by keying in email addresses.

7. Once the required users, roles, and organizations are selected, you can give the default access permission 'Access to Use' which allows you to apply the corresponding status to the files accessible.

8. You can change the access permission by clicking on the user's name, role, or organization as required.

9. Access permissions give the following access to the users.

No Access

Selected users and users in the chosen roles and organizations cannot access the corresponding file status for the selected project.

Access to Use - Status Change

Selected users and users in the chosen roles and organizations can access the corresponding file status while editing the status of an existing file on the selected project.

Access to Use - Publish

Selected users and users in the chosen roles and organizations can access the corresponding file status while publishing a file to a folder on the selected project.

Admin

Selected users and users in the chosen roles and organizations will have full control of the corresponding file status on the selected project. They can also assign access permissions to other project users when required.
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10. When you mouse over the user's name added to the status, you can view the user's profile details including their display image, name, organization and email address.

11. Click the gear icon against the file status to see formatting options.
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Select the option of 'Apply to Status Cell' to change the formatting of the selected status cell only in the files listing area. Alternatively, click 'Apply to Record' to change the formatting of the entire file record in the files listing area.

You can select the appropriate status formatting options to format the text (i.e. make the text bold and/or italic, underline the text, and/or strike off the text) or change the font type.
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To change the 'font colour' and/or the 'fill colour' of a status cell or entire status record, select the appropriate shade of colour using the shade selection dropdown. The two boxes in the dropdown show the selected colour (left) and current colour (right). Click 'OK' to choose the colour shades for 'font colour' and/or 'fill colour'.
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To reverse formatting and colour selection of any file status record, click 'Reset to Default'.

Click 'Save' to apply the formatting changes.

12. Click the second 'Save' button again at the bottom to confirm the overall changes to the statuses. The file status will be added and available for assigning to a file.

13. You can search the statuses from header search bars either based on the name of the status or by entering roles, organizations, or users and all the related statuses. You can remove the roles, organizations, and users by clicking the 'X' icon against each title.

14. To deactivate file status, tick the 'Deactivate' option against the status name. This is possible only if you have 'Admin' access on that status. Mark the checkbox and click 'Save' to deactivate the status. The status that was checked earlier will now be deactivated.

15. To reactivate file status, untick the 'Deactivate' option against the deactivated status name. This is possible only if you have 'Admin' access on that status. Unmark the checkbox and click on 'Save' to reactivate the status. The status that was unchecked earlier will now be reactivated.