Add or change a workflow status

Add your own statuses for projects, tasks, work orders, bookings, tickets and more, set the colour and order, choose the default for new records, and archive old ones.

In the sidebar, open Settings, then choose Workflow Statuses under Records & Fields. The page address is /settings/org/managed-statuses; the last part of the address changes with the family you pick.

Each area of Settings also has a card that opens this page on its own record type: Project Statuses and Task Statuses under Projects & Tasks, Work Order Statuses and Booking Statuses under Jobs & Booking, Ticket Statuses under Communications, and Asset Statuses, Asset Issue Statuses and Asset Document Statuses under Equipment & Fleet. A card only shows when that part of Nova is on your plan.

Every kind of record that moves through stages (projects, tasks, work orders, bookings, tickets, assets, inventory, checklists, feedback, alert incidents) has its own set of statuses. Nova comes with system statuses for each; this page lets you add your own and control how they look.

Before you start

• Your role needs the managed statuses permission to see the page, and permission to create or update statuses to change anything.
• Some families do not allow custom statuses; the page shows a note instead of Add status. Others allow only label, description, colour, icon and order changes on the statuses they have.

Steps

1. Under Status family, pick the record type. The description beside it explains what the family covers.
2. Open the Add status section.
3. Type a Label and, if you like, a Description. Nova fills in Key from the label; it cannot change after saving.
4. Pick a Category. Categories group statuses by meaning, such as open, in progress or done. In some families you can type a new category; in others you choose from a list.
5. Leave Sort order blank to add the status at the end of its category, or type a number to place it. Optionally add a Color as a hex code and an Icon name.
6. Turn on Default for new records if new records in this family should start here. It is only available in the family's starting category.
7. Turn on Make primary for category if this status should stand for its whole category, for example the one Nova picks when something is marked done.
8. Press Add status.

To change a status you added, open its card under Active statuses by category, edit the fields, then press Save. To retire one, press Archive and confirm in the Archive status? dialog; it moves to Archived statuses, where Restore brings it back.

What you see

• Each card's preview lists the category, the key, and markers such as Default, Required or Archived.
• A system status cannot be edited. Press Create override to make a copy your organization owns, then edit the copy.
• A category marked Required category cannot be emptied; a status marked Required cannot be archived.
• Records already in an archived status keep it; the status just disappears from pickers.

If something looks different

• Add status is missing: either your role cannot create statuses, or this family does not allow custom statuses.
• Category, Default for new records and Primary for category are greyed out on a card: this family only allows label, description, colour, icon and order changes, or the status is a required one.
• The status you want lives in another family: change Status family at the top.

Open Workflow Statuses