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Status Codes

Status codes group, sort, and manage jobs on windows, job lists, traffic reports, cost summaries, and billing worksheets. The status code is the single most important tool you have for managing jobs. Status codes are the basis for the daily and weekly job lists and traffic reports.

chart of accounts

Add, edit, or delete status codes using these buttons. Status codes are based on numbers, not letters or words. Every status code has a number and a description. The number is used for sorting jobs (smaller numbers sort first) on job reports. Every status code has a pop-up alert. This customizable alert warns users when the job is being used -- and shouldn’t be.

Use this button to print a complete list of all status codes used in your agency.

You can choose to show all status codes, or specifically production or finance status codes.

If you want to see all status codes used in your agency, leave this drop-down menu set to All. To see status codes for a specific category, choose from Pending, In Production, Media, Finished, In Billing, Closed, or Unbillable/Admin.

Double-clicking on a status code opens the Edit Status Code window. You can also edit status codes by selecting them from the list, then clicking the Edit button. To delete a status code, select it, then click the Delete button.

Adding a status code

Status codes track a jobs progress from start to finish, such as in production, billed, or closed.

The Status Table can contain hundreds of different production, billing, and task status codes. Status codes are use to categorize jobs based on their progress, from start (i.e., “new job”) to finish (i.e., “closed”) and every stage in between. All traffic reports show jobs by status.

To add a new status code

1 Choose Setup > Status Table.

2 Click the add button, or choose Edit > Add Status Code.

Add New Status Code

3 Enter the new status number.

Every status code needs a status number. The status number is used to sort and sub-total jobs on job lists, traffic reports, and billing summaries. The status code is always a number, since it’s easier to sort numbers than letters. The status code’s number is meaningful, since smaller numbers sort first. When numbering your status codes, be sure to number your most useful and common status codes with lower numbers (1-100, for example), and your less-common status codes with larger numbers.

When adding status codes, it’s a good idea to leave gaps in your status numbering. That way you’ll have room to add new status codes later in between your existing ones.

4 Choose a status category, alert settings, warning, and picture for this status code.

5 Click Save.

New status codes can also be added from the status table Lookup List window while you’re working.

To edit a status code

Status codes can be changed anytime. Changing the status description affects what appears on windows, job lists, and traffic reports.

1 Find the Status Table window, click once on a status code to select it.

2 Click the edit button, or choose Edit > Edit.

Edit Job Status Code

If you change the status code’s number, it doesn’t change the same status code on existing jobs.

To delete a status code

1 Find the Status Table window, click once on a status code to select it.

2 Click the delete button, or choose Edit > Delete.

To set up a status alert

1 From the Status Table, to select a status code either double click it or single click it then click on the edit button.

The Edit Status Code window opens

2 Enter the warning message, then choose an alert option. Automatic e-mail. Users can be notified whenever a job status changes by setting up status e-mail. Each status code has its own notification setting and message. Status e-mail is sent to the user’s e-mail program or even a pager.

This message appears whenever anyone tries to use a job with this status code. Unlike budget alerts, all users see the same message -- so it should be somewhat general.

The option to Don’t stop users causes the warning message to appear, but lets the user keep working. The Stop users immediately option shows the warning, then forces the user to enter a different job number -- the job they had entered won’t be accepted. The Stop users, but don’t stop managers acts like a manager override; users will be stopped, then prompted to enter a different job number, but managers can finish their work.

3 Click Save.

The status alerts take affect immediately.

Pasting an image in the Show Picture field

You can paste a graphic in the Show Picture field that will display with the alert message. Each status code can have it's own separate image.

The file should be saved in PNG format, and should be no larger than 220 pixels wide by 125 pixels high.

1 Click inside of the Show Picture field.

2 Choose Edit > Paste From File.

When the find file dialog box opens, choose PNG from the Enable drop-down menu at the bottom of the window, then find the file you wish to use for this status code.

3 Select the PNG file you wish to use, then click Open.

The graphic will appear in the Show Picture field.

4 Click Save.

"Hands down, this Clients & Profits Helpdesk is the best of any support team." -- Kate Mistler, Fabiano Communications