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Users who want to learn about Status Management

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This article outlines an overview of Status Management within Business User Portal Configuration. This is where the various Recommendation Statuses are stored and maintained, including decisions about who can assign the Status and who can edit Recommendations that exist under the Status

1. Accessing Status Management
2. Creating a Recommendation Status
3. Editing a Recommendation Status
4. Deleting a Recommendation Status
5. Further Reading

1. Accessing Status Management

1. From the main Configuration menu select Status Management.

2. This will present the following screen, which summarises the existing Statuses and their use.

3. Subsequent sections of this manual will explain how to Create new statuses and Edit or Delete existing ones.

2. Creating a Recommendation Status

1. To create a new status, select New.

2. In the following screen, the user may enter relevant details such as the Name, which is mandatory and a Description if required.

3. In addition, the user can select the Status properties, of which there are four possible options.

• Initial
  • This is the status automatically given to all new Recommendations upon creation. There can only be one Initial status.
• Normal
  • These are used during the life cycle of the Recommendation, between the Initial status and any Terminal statuses. There can be as many Normal statuses as needed.
• Terminal
  • A Terminal status is one that will close the Recommendation and prevent further editing.
• Archived
  • An Archived status is one that will remove the Recommendation from searchable or reportable areas of the system and maintain the prevention of editing following a Terminal status.

4. The user can also define the user type visibility of each status. This will control which user types can see Recommendations that have been assigned to a certain status.

5. Once the relevant Status property is chosen, select Add to save the new status.

6. The action is confirmed in the banner at the top of the screen, and the new status is now visible in the list on the left-hand side.

7. Please note that newly created statuses are not yet ready to be used within Pentana until Edit Rights have been decided, which is explained in the following chapter.

3. Editing a Recommendation Status

1. To edit the Name, Description, Status Properties, User type Visibility or Edit Rights of an existing Recommendation status, select the name of the status from the list on the left, and the editable details will be displayed in the panel that appears on the right.

2. To change the Name or Description of the status, click once in the field and edit the text directly. To alter the Status properties, use the buttons provided to select an alternative. The User type visibility can be amended by selecting/deselecting any of the applicable tick boxes.

3. To apply Edit Rights, there are two types of rights that must be considered.

• Assignment Rights
  • This determines which users can apply this status to Recommendations.
• Edit Rights
  • This determines which users can edit a Recommendation that resides in this status.

4. To apply each type of Edit Rights to a system Role, Team or an individual User, first select the Assignment rights tab so that it appears in blue, and make the appropriate choices regarding who will be allowed to use the selected status.

5. In addition, select the Edit rights tab to decide which users will be able to make changes to a Recommendation if it appears in this status.

6. Please note that the application of specific Edit rights over the Initial status, will also impact a user’s ability to create Recommendations.
7. All changes must be confirmed by selecting either Update to save the changes made or Cancel to discard the changes.

4. Deleting a Recommendation Status

1. To delete a Recommendation status that has not been used, select it from the list and select the Delete button at the bottom of the screen.

2. You may be prompted by your internet browser to confirm this action.
3. If the selected Recommendation status has been used already, it cannot be deleted, and the following message will be displayed.

4. At this point, you must first remove all reference to this status, so that it can be deleted.

5. Successfully deleting a Recommendation status will present this confirmation banner.

5. Further Reading

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