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Statuses, Phases and Phase Groups

Projects, Deliverables and Assets have a defined life-cycle. Phases and Statuses help identify where in the cycle these items are at any given time. ConceptShare has three default Statuses (Not Started, In Progress, and Completed). Customize Statuses on Assets and Phases on Projects and Deliverables for a more detailed view of the state of each.

To access the Statuses/Phases settings, click on the Cog option at the top of the screen, then select Statuses and Phases from the drop down menu that appears.

 

The options are: Asset, Deliverable Phase, and Project Phase.





Asset Statuses can be applied to files uploaded to ConceptShare.  You can create a new Status by clicking on the Asset icon.

Approved and Rejected are the two default Statuses. To create a customized Status of your own click on the Plus button.



Enter a Name for the Status. The Code field will automatically populate.  Codes in ConceptShare are leveraged for API and Workflows.  Select a colour if desired, then click on the Save button. 



Repeat these steps to create more Asset Statuses. 

Asset Statuses can also be used to help define the contents of a Smart Folder.  We provide detailed information on Smart Folders in the Article: Smart Folders.


In the Account Menu screen, click on the Deliverable Phases icon to create custom Phases.
The Manage Deliverable Phases dialogue box will appear.





Phases have an additional level of organization to them.  These are called Phase Groups. Phase Groups are used to organize Phases for different uses.  Create a Phase Group by clicking the Plus Symbol at the bottom of the dialogue box.

This will open the Add Status Group dialogue box. 



Enter a Name for the Phase Group, the Code field will automatically populate.  Click on the Save button.

Phase Groups can be edited by selecting the group name, clicking on the Pencil Icon, or deleted by clicking on the Garbage Icon. These icons are located at the bottom left of the dialogue box.

To add Phases, click on the Add Phase button in the top right corner.  This will open the Add Status dialogue box.



Enter a Name for the Phase. The Code field will automatically populate.  Choose a colour if desired.  Then if you have created multiple Phase Groups select which Group(s) this Phase will belong to and click on the Save button. Continue adding Phases until you have an appropriate number to clearly define how your Deliverable is progressing. 

For Enterprise Edition users: Deliverable Phases can also be used in Workflow triggers. See the Workflow page or contact your Account Administrator for more information on Workflows.


From the Account Menu screen, select Project Phases to begin to create customized Phases.
The Manage Project Phases dialogue box will appear.




 
As with Deliverable Phases, Project Phases have an additional level of organization to them.  These are called Phase Groups and are used to organize Phases for different uses. 

To create a new Project Phase, click on the Plus Symbol at the bottom left of the dialogue box.



Enter a Name for the Phase. The Code field will automatically populate. Click on the Save button.
Phase Groups can be edited by selecting the group name, clicking on the Pencil Icon, or deleted by clicking on the Garbage Icon. These icons are located at the bottom left of the dialogue box.

To add a Phase, click on the Add Phase button.  This will open the Add Status dialogue box.



Enter a Name for the Phase. The Code field will automatically populate.  Choose a colour if desired.  Then if you have created multiple Phase Groups, select which one(s) this Phase will belong to and click on the Save button.  Continue adding Phases until you have an appropriate number to clearly define how your Project is progressing.


The Project and Deliverable dashboards have a Phase column. The Phase drop down can be selected and updated.




Or if you click through and select the Info tab and select Actions and Edit the phases will be available in a dropdown.  Then click Save.


Navigate into a Project or Deliverable and select the Assets tab.  Click the chevron in the top right corner of the Asset thumbnail. Hover over Status to display options for Asset Status.  Click one to select it.




Congratulations!

You now know how to setup Asset Statuses, Deliverable Phases and Project Phases to clearly track the progress of your work in ConceptShare.


Further Reading:

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