Customize job statuses

Video: Set up job statuses

Settings - Practice Management

Before you customize the Practice Management job statuses to suit your needs, we recommend you read the update job statuses page to learn about the job status stages.

To enable your firm to replicate your internal workflow processes, you can customize the status options that appear for each job type. You can add your own custom job statuses, rename existing job statuses, and select the applicable statuses. The number of statuses that you allocate to each job type determines the progression of each color band. 

The default job statuses cannot be renamed, re-ordered, or deleted because they are used to track the progress of a job through the system. The table provides descriptions of the default job statuses, which cannot be changed or re-ordered.

Default Status Description
Allocated When resources are assigned to a job.
Active When you begin working on a job.
Complete Once you have finished working on a job.
Filed Once the job has been filed to the tax office.
  1. Click Settings > Practice Management.
  2. Click Job Statuses.
  3. Proceed as required by following the steps below:

You can add custom job status options that are more applicable for your firm. For example, you could add an On Hold status and use this when you are waiting for more information.

  1. Click Add Job Status.
  2. Type the name.
  3. Select the job types you want to assign the job status to.
  4. Click Save.

By default, the new status will be positioned last on the list but you can edit the order of your statuses.

You can organize your job statuses into three general sections: Not Started, In Progress and Complete. Each section has a different color that shows on the status. Depending on the number of statuses in the section, the status color works as a progress bar.

You cannot change the order of the three sections or the default statuses, nor can you delete them. You can organize the job statuses you add by dragging and dropping them into the relevant order, in the relevant section.

On the Job Statuses page, drag and drop your custom statuses to set the order and section they should appear in.

You can rename some existing job status options to make them more applicable for your firm.

  1. On the Job Statuses page, click the status you want to rename.
  2. Type the new name.
  3. Amend the assigned job types, if required.
  4. Click Save.

You can delete a job status you have created. It is NOT possible to delete a custom job status that has been assigned to one or more job types. You will need to remove any assigned associated job types before deleting the status.

  1. Remove assigned job types, if required:
    1. On the Job Statuses page, click the custom job status you want to delete to open the Edit Job Status page.
    2. Click Select None to remove any assigned job types.
    3. Click Save.
  2. Click the Delete button  on the row of the status on the main Job Statuses page.

Workflow and Resource Manager

You can specify the expected number of days it should take to progress between two job statuses. For example, you might find that it should take no longer than 30 days for a particular job type to go from Pending to Complete. You can then run the Job Turnaround report to compare the turnaround time you specified under settings with the actual turnaround time.

  1. Click Settings > Practice Management.
  2. Click Job Types.
  3. Click the row of the required job type.
  4. Select the required Start Status and End Status, and type the number of Expected Turnaround Days.
  5. Click Save.

Each job type must have the Allocated, Active and Complete job statuses. You can determine any other job statuses that are relevant for each job type.

  1. Click Settings > Practice Management.
  2. Click Job Types.
  3. Click the row of the job type you want to edit.
  4. Click the Statuses tab.
  5. Select the available job statuses you want to assign to the job type.
  6. Click Save.

See Also:

Update the job status