Document Status Settings



The Role of Document Status 
 

Document Status is a dedicated workflow management tool designed to track the internal operational progress of specific business documents, independent of their financial or payment state. While payment statuses (like "Paid" or "Unpaid") focus strictly on financial transactions, Document Status allows you to define and monitor the actual operational stage of a task—such as "Processing," "Quality Check," or "Ready for Delivery".

Exclusively used for Purchase Orders and Detail Orders, this feature enables you to create custom-labeled and color-coded stages that reflect your unique company processes. By selecting these statuses from a dropdown during document creation or updating them directly via the order list, your team gains a clear, visual representation of exactly where an order stands in the administrative or production cycle.

 

 

How to Load This Module ?
 

- To access the management interface, follow these steps within the Settings menu:
 

  • Open Settings: Click on the Settings (gear icon) located in the user profile sidebar.

  • Select Company Settings: Click the Company Settings tab from the vertical menu to expand its options.

  • Trigger Modal: Scroll to the bottom and click on Document Status; this action automatically runs the document_status_record() function to load the data and open the modal.


 

Document Status Quick Guide
 

Manage your operational workflow stages through the Document Status modal:
 

  • Add/Edit: Enter English/Hebrew names and pick a color for visual tracking in order lists.

  • Submit: Save your entries to update the system.

  • Table: View all statuses by ID, Name, and Color.

  • Reorder: Drag and drop rows to change their display order in document dropdowns.

  • Actions: Use the Pencil icon to edit or the Red Trash icon to delete a status.



 

Operational Tracking in Purchase Orders
 

In addition to financial tracking, the Document Status serves as a vital tool for managing the physical and administrative lifecycle of a Purchase Order:

 

  • Workflow Integration: It is used to define the specific internal stage of the order, such as "Quality Checked" or "In Production," which is separate from the payment state.

  • Real-Time Updates: Users can update this status directly within the Purchase Orders listing by clicking the status column, which triggers a quick-change popup.

  • Visual Distinction: Because each status has a unique assigned color, it provides an immediate visual cue in the list to identify which orders require attention or are ready for the next step.

     



 

Purchase Order Creation: Status Selection
 

When creating or editing a Purchase Order, the status field allows you to set the document's initial operational stage:
 

  • Integrated Dropdown: Within the Create Purchase Orders form, a dedicated Status dropdown menu displays all custom stages you have defined in your settings (e.g., "In Production", "Shipped").
     

  • Searchable Options: The dropdown includes a search bar to quickly find and select specific workflow labels from your custom list.
     

  • Persistent Data: The selected status is saved directly to the order and automatically syncs to the listing table's Status column for immediate visual tracking.





 

Operational Tracking in Detail Orders
 

The Document Status serves as a specialized tool for managing the workflow of Detail Orders, operating independently of financial payment tracking.

 

How it is Used in Detail Orders
 

  • Direct Visibility: The current status (e.g., "Shipped") is displayed in the Status column of the Detail Orders list, using the specific background color assigned in settings for quick identification.
     

  • Quick Updates: You can change the status directly from the listing page. Clicking on the status in any row opens a popup menu where you can select a new stage, such as "Quality Checked," without leaving the table.
     

  • Creation Integration: Just like purchase orders, the status can be set from a dropdown menu during the initial creation of a Detail Order.

Why Use Status for Detail Orders?
 

  • Operational Stages: It allows you to track specific internal processes unique to detail-oriented tasks, such as "In Production" or "Quality Checked," ensuring the team knows exactly where the work stands.

  • Administrative Clarity: While the Payment column tracks if a transaction is "Unpaid," the Status column tracks the physical or administrative progress of the order itself.

  • Workflow Consistency: Using the same custom statuses across both Purchase and Detail orders ensures a unified language and visual tracking system throughout the organization.




     

    Details Order Creation: Status Selection
     

    When creating a new Detail Order, you can assign an operational stage immediately during the setup process:

     

    - Integrated Creation Field: The Create Detail Orders form features a dedicated Status dropdown menu located on the right side of the interface.
     

    - Searchable Custom Stages: This menu pulls all custom stages defined in your Document Status settings (e.g., "In Production," "Shipped," or "Quality Checked").
     

    - Immediate Tracking: Assigning a status during creation ensures the order is correctly categorized in your workflow from the very beginning.
     

    - Instant List Sync: Once the order is saved, the selected status and its unique color appear directly in the Detail Orders listing table for immediate visibility.




     

     

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