Events acquire new statuses either automatically within a business process, or users change them on the event page. Below we will describe both options.
How to set up event statuses and let users change them?
By default events in a workspace calendar have two statuses: closed and open. When somebody creates an event it acquires the "Open" status. To change the status, open the event and click Close at the bottom of the window.
After that, the status will change and the event will appear crossed out in the calendar.
You can create your own statuses for workspace calendars. To do so, click the gear icon next to the calendar name or the current date and select Status filed.
Set up statuses, for example, as follows:
Add the Change status button to the event page. To do so, open any event in the workspace calendar and click the gear icon at the bottom > select Add "Change status" button.
After that, users will be allowed to change the event status manually, for example, in case if an interview is cancelled. The new status will appear on the event page.
Use statuses to sort events. For example, you can sort all interviews by the Cancelled status. In the search bar, click . Then in the status field select the right value and click Search.
The workspace calendar will show all canceled interviews.
Read more about the Status filed settings in this article.
How to change event statuses automatically?
The event statuses can change automatically while executing a business process. Such approach ensures that events timely get relevant statuses.
As an example, let's consider the Hiring business process. During the process, the Recruiter searches for candidates and at some point schedules interviews. QuickBPM creates Interview events that have three possible statuses: Appointed, Rejected, Successful.
The process looks as follows:
The hiring manager starts the process by creating a job description. The recruiter post job opening to the company website, preferred job boards and social media. After that the recruiter reviews applicants and conducts phone screenings to qualify candidates and accommodate their availability.
Then the recruiter appoints an interview, specifying the date and time and participants. QuickBPM automatically adds this event to the workspace calendar and assigns it the Appointed status. Once the interview is conducted, the recruiter collects feedback from all interviewers and if the candidate is the right fit, the event will acquire a new status – Successful. Otherwise, the status will change to Rejected.
Now you need to bind the calendar and the process, i.e. create a new variable in the process context that will refer to the workspace calendar. In the process designer, on the context tab, click the Add button and create a variable of the App type.
In the setting window select the Interview app.
If you want QuickBPM to automatically add new events in the workspace calendar, use the Create app item activity. The program creates events using the data that the recruiter enters at the previous steps of the process. Thus the day and the time of the interview specified by the user will be automatically added to the new event.
Now you need to add the Manage status activity to the process. It will change the interview status at particular process steps.
Place these activities to those process steps where the event should change its status. Double click on the shape to configure the status settings.
- select the Interview variable
- select the status.
You can read more about how to configure status activity in this article.
After you publish the process, the status of the event will change automatically as users perform their tasks.