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Set up order statuses

A status is the stage of a request, a quote or an order. On this page you decide which statuses exist, which status can follow which and what a status allows. You also group statuses into the groups above the lists of quotes and orders.

Order Statuses page on the Order Status tab

Before you begin​

  • You need Backoffice access and the Order Data role. To create a status or a status set you need Owner access.
  • Read How requests, quotes and orders work for the ten statuses every environment starts with.

Know what a status decides​

SettingWhat it decides
Order typeWhether the status belongs to a request, a quote or an order. That decides in which list the record stands
Transition nextWhich statuses can follow this one. These are the choices in the Change status dialog
PublicWhether the customer can see a quote or order in this status. Send to client only shows on a public status
EditableWhether the lines and prices can still be changed in this status
Status setThe group above the lists of quotes and orders that holds this status

A status without a next status is an end point: Change status is greyed out there.

A new quote always starts as Draft Quote and a new order as Draft Order. You cannot change that with Default.

Add a status​

  1. Go to Shops & Channels > Order Statuses and click New Order Status.
  2. Type a Code in capitals, for example CANCELLED. Type a Name, for example Cancelled. Lists and the Change status dialog show the name.
  3. Choose the Order type.
  4. Under Transition next, tick the statuses that can follow.
  5. Set Public and Editable.
  6. Click Save.

Edit Order Status dialog with the status fields and the four flags

The new status cannot be reached yet. Open the statuses that should lead to it and add it under their Transition next.

Change which status follows which​

  1. Click the status on the Order Status tab.
  2. Under Transition next, tick or untick statuses.
  3. Click Save.

Statuses of the type SYSTEM are built in. A lock next to the name marks them in the list. You cannot change their code, name or switches, only their next statuses and their status set.

Group statuses​

A status set is a group of statuses. The lists of quotes and orders, in the Backoffice and the Sales Hub, show it as one group above the table.

  1. Click the Order Status Set tab and click New Order Status Set.
  2. Type a Name and a Description.
  3. Under Order Statuses, tick the statuses of the set.
  4. Click Save.

Order Status Set tab with three status sets

Edit Order Status Set dialog with the list of order statuses open

Drag a row on either tab to change the order of the list. That is not the order in which an order goes through its statuses: Transition next decides that.