Status Set is an assortment of statuses, which are used to track workflow of an item. The “Status Set Scheme” allows you to define your own Status Sets. A scheme is reusable on any project of your organization.
To track an item workflow, basic built-in statuses are divided into three categories:
- In Progress
Using the “Status Set” you can create new statuses under the provided three main categories. These statuses are customizable. You can edit and delete them, not only for an individual project but also for each board. These new statuses can be used throughout Yodiz. A status set scheme is associated with individual Project. There is also a default Status Set Scheme which is created already.
To access Status Set configurations:
Note: Access to Status Set Scheme needs Admin rights
1. Create Status Set Scheme
On Status Set Configuration page, click on Create Status Set button. A popup will open where you can add do following:1.1 A New Status Set Scheme
1.2 Import from Existing Scheme
1.3 Import from CSV file
1.1 A New Status Set Scheme
To create a status set scheme from scratch, where no status is predefined. Enter the following details on New Status Set page.
- Enter a Title for the Scheme.
- Enter a Description for the Scheme.
- The Add Status button is used to add a new status. You can add statuses for Issues, User Stories, Tasks, Releases, Sprints or Epics by pressing the Add Status button corresponding to the item. Once you press the button, you will be required to give a status label and choose the category in which to place the status. Press the Add button to add the status.
First status added in one category is considered as default status of that category. The default status is marked with icon. You can make another status of the same category by clicking on the status eclipse icon > Set Default.
Once you have added all the statuses, press Save & Close button from top right corner.
1.2 Import from Existing Scheme
In order to import an existing scheme, click on the highlighted Import drop-down and select “Import from Existing Project”. Select Scheme from the drop-down and click Import. While selecting a scheme, you can choose Default Scheme option in order to duplicate the default scheme and rename accordingly. You can then add, edit and delete the statuses to your own liking.
Note: You can make changes (edit, delete and rename statuses) in the Custom Status Scheme after importing it from the existing schemes.
1.3 Import from CSV file
Yodiz offers to create a Status Set Scheme using CSV file. In order to import the CSV file, go to ‘Add New Status Set” and choose “Import from CSV File” from the dropdown. After clicking on Import from CSV file option, a mini popup will appear asking to Upload the CSV file. Once the CSV file is uploaded according to the Status Set Template, enter the Title of Status Set and make desired changes to it on the go (if any). Click on Save & Close.
Related: Format of CSV and Import Method
Note: Use our Status Set Template to ensure proper CSV data format. Do not change the header of provided CSV file.
Note: Status Set Scheme of API imported projects are migrated as it is except in case of Axosoft (Mapping customization is provided in the case of Axosoft).
2. Working with Status Set
Using the “Status Set” you can create new statuses under the provided three main categories. These statuses are customizable. You can edit and delete them, not only for the individual project but also personalize it for each board. These new statuses can be used throughout Yodiz. A status set scheme is associated with individual Project.
New Statuses can be added to an existing Status Set Scheme. Each Item can have a total of 25 statuses across three categories. There are two methods to add Statuses:
2.1 Handling Status Set Configuration
In Status Set Scheme Configurations, you can add, edit and delete a status. A scheme can be used by more than one project. In order to access Status Set scheme, follow the navigation below:
Once landed, you can create a new status or click on the edit icon provided at the extreme right of your Status Scheme. We are selecting Default Scheme in this case.
Note: Only Super Admin can have access to Status Set Configurations
Each item type has its own option to Add Status. For example, click on Add Status button in Issues tab. A mini pop-up will open asking to fill in essential details.
To edit or delete a status, click on its eclipse icon > Edit/Delete. Renaming a status will update its name in all associated projects using same scheme. Deleting a status would need mapping the selected status with another status of the same status category. After successful deletion of the status, all project items with “deleted” status will have the mapped status now.
2.2 Using Board Layout Editor
In order to access Board Layout Editor, open the respective board and follow the navigation:
A popup will open giving you the ability to Add Status under Unmapped Status section. You can add new status in your Status Set Scheme and set its category at the same time.
Note: All users have access to Board Layout Editor.
Once you add the Status in one of the categories of Unmapped Status. Drag it to the desired panel for status mapping.
A user cannot delete a status via Board Layout Editor. Deleting a status on board will only takes the status out of that board. You can still see such status under Unmapped column.
3. Associate Status Set to a Project
Status Set can be associated with a project via two methods.
3.1 Associate upon Project Creation
3.2 Switch Status Set Scheme in Project Settings
3.1. Associate upon Project Creation
A Status Set must be associated with a project. You are required to select a Status Scheme in Step 4 while creating a Project. You can click on the “View Scheme” to preview associated scheme and make changes (add, delete, rename) in the Status Set Scheme on the go. However, Edit Default Scheme option would only be visible to “Super Admin”.
3.2 Switch Status Set Scheme
You can edit and even switch status set scheme once the project is already created. Switching status set to another scheme needs admin rights. Follow the guidelines below.
Status Set Scheme associated with the selected project will be shown. You can view the currently associated Status Set Scheme under Manage Status Set Scheme Tab.
Click on Switch Status Set in order to change Status Set from the current Scheme to your desired one. A pop-up will open asking you to select the status set scheme. Select the another existing scheme from the drop-down list of available Schemes. Click on Associate button.
Next step is to map status set which is explained in next step.
3.2.2 Map Status Set
In this step, you have to map existing status sets with a new status set. Mapping is needed for all item types.
Note: Statuses from “Source Status Set” can only be mapped against same category status in “Desired Status Set”.
Click on Done and you will be shown a confirmation popup screen. Click on Start Process to work with the new Status Set Scheme.
Items will be updated according to your selected customized mapping. Wait for the new Status Set association to complete. You will be notified of switching status set scheme success with the update details.
Note: Project users will be unable to make any changes to data, while Status Set switching is in progress. Users are also notified about it in form of an obtrusive warning message.
4. Impact of changing a Status
There is varied impact of changing a Status Set Scheme on a project and board configuration.
4.1 On the other Projects
If you make changes in one Status Set Scheme, all the projects associated with that Scheme will be impacted.
- If you delete a Status from any category, you will be required to map a new Status, before deleting the original Status. This newly mapped status will now replace the deleted status for all associated projects.
- Item Status based Reports, charts, and analytics will also be impacted.
4.2 On the Board Configuration
Since Board Configurations are totally dependent on the Status Set as a base point, changing project status set scheme means that all the previous statuses you had, are moved into the Unmapped column. You will need to map panels for those statuses again.