Overview
When a project status is updated to either Late, On Hold, or Cancelled, the user will be prompted to add a reason why. These reasons/reason groups are customizable, and reporting is available to identify common trends for status changes and provide shareable insights for stakeholders.
User Access
Admins can enable, create & edit status change reasons.
Admins, Managers, and Guides can add status change reasons to projects whose status changed.
How to Enable Status Change Reasons
Click on Company Details in the top left of GUIDEcx
Select the Settings tab
Scroll to the Global Project Settings
Turn the toggle on for "Use Status Change Reasons"
How to Set Up Status Change Reasons
Create your groups by typing in the name of the group where it says "Enter Group" and clicking on clicking on "+Add Group"
A Group is a theme or category that houses a variety of Reasons. This is completely customizable and can be adapted by the Provider to fit their needs.
Create your reasons by clicking on the "+" sign that shows up on the right-hand side of the group when you hover over it and you will see this modal:
Confirm that the group is correct
Type in your reason
Select "Save Reason"
Applying Status Change Reasons to Existing Projects
After you have enabled Status Change Reasons any project that you have that is in a Late, On Hold, or Cancelled status will show an error (red exclamation point to the right of the status)
Errors are only visible to Admin, Manager, and Guide users.
If you click on the error it will prompt you to add a reason. The group and reason drop downs will be what was entered into your settings, and then you can add specifics into your description & Click "Save Reason"
After the reason has been saved it will change the error to an "info" icon. When you click on the icon it will display the group, reason & details along with the date & user who entered the information.
Using Status Change Reasons
Once you have updated all of your existing projects with their status change reason, any time that you manually change a status to a Late, On Hold, or Cancelled status you will be required to enter a status change reason.
Late status change happens automatically when the actual date exceeds the planned project end date. When this happens you will know if a project's status reason has been entered by whether the project shows the error or the info icon.
Best Practices
Create at least 3 groups & at least 3 reasons per group.
Name your groups and reasons in such a way that the reason will give you a general idea, but then allow you to add the specific context to the description.
Do NOT delete a group/reason if it has been used, as it will impact your reporting.
Schedule a report with the information that you want about status change reasons to send to you on a regular basis.
FAQs
Are status change reasons logged in the project?
Are status change reasons logged in the project?
The only place that status change reasons are logged in a project is on the home page (see screenshot below). It's not logged in the Activity Log, either.
Can I edit the different statuses a project can be moved to?
Can I edit the different statuses a project can be moved to?
No, a project can only be moved to On Time, On Hold, Late, Cancelled, or Done statuses. You can customize the reason for the change of status as shown above!
Can status groups/reasons be edited?
Can status groups/reasons be edited?
Yes. Settings: Just click on the field and edit it. Editing a group/reason will update all existing projects with that group/reason selected. Project Level: Click on the info icon next to a project then select "view" - in this screen, you can view or edit the status change reason.
Can I delete groups and reasons?
Can I delete groups and reasons?
Yes, you can under Settings. Just click on the trash can next to it! Deleting the group and/or reasons will remove the information from its respective projects and disappear from reporting. You cannot remove Status Change Reasons on the Project Level.
Where else can I see the project status change reasons?
Where else can I see the project status change reasons?
You can see the project status change reasons under Reports >>> Status Change Reasons and in the Project Export.
Can customers see the status change reason?
Can customers see the status change reason?
No, they cannot.