To define a generic form status code

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A series of custom status codes are used to steer the progression of each generic form instance, from initial publication through to final completion, with each one mapped to an equivalent master status: Created, Issued, Partially Completed, Error, Cancelled or On Hold. Whilst some status codes will be triggered automatically as a consequence of specific events within the lifecycle of a form instance, others can be activated manually at the end user's discretion e.g. placing a partially-completed form on hold whilst awaiting information sought from an external agency that is providing, say, debt counselling services to a tenant.


The procedure to define a generic form status code is as follows:

  1. Navigate to Quick Menu > Forms > Configuration > Form Status Code. The Form Code Details window is displayed.
  2. Click on New Status 1. All fields are activated ready for data entry.
  3. Enter a name for the generic form Status code into the field provided 2 1.
  4. Enter a Description for the generic form status code into the field provided.
  5. Using the Company drop-down field, multi-select all companies for which this status code is relevant, or choose the All option, as required 2.
  6. Using the Master status drop-down field, select an appropriate parameter value to reflect the overarching status for the new code i.e. Created, Issued, Partially Completed, Error, Cancelled, Completed or On Hold.
  7. Where the generic form status code is the default progression setting for the overarching master status, activate the Map to default master tick box provided 3.
  8. Choose an Effective from date for this generic form status code i.e. the date on which it came into effect 4.
  9. Choose an Effective to date if the generic form status code is to be reviewed on a specific date or to capture a change of circumstances; a blank field means the parameter will be continually valid.
  10. Click on Save 5.


Tip

1 To aid in identification purposes, it is good practice to devise and uphold a consistent naming convention for all generic form status codes, including a reference to the overarching master status.

2 Where only a small number of parameter values are not required, activate the All tick box first and then deselect individual items from the full list, as appropriate; the All tick box will be automatically removed once an item is deselected.

Note

1 Upon first access, all fields are automatically activated ready for data entry; hence the New Status button is inactive.

2 System validation rules ensure that the name entered for each generic form status code is unique for the effective period.

3 Only one generic form status code can be assigned as the default for a specific master status classification within a single company; where an existing status code already has this setting the end user will need to reaffirm one or the other.

4 The Effective from date defaults to the current system date and cannot be left blank.

5 To amend the details of an existing parameter, select a generic form status code from the alphabetical list, or type its name into the Search Status field. By default the list is filtered to show Current status codes. An alternative filter can be applied using the Select view drop-down field: Expired, Future or All combinations. Only a limited number of fields can be updated once a record has been created.


See related topics...

Understanding generic forms

To create a new generic form definition