Task Statuses, States, and Custom Fields Documentation

Every event defines its own task statuses, and every status belongs to one of five states. The status is the word your team sees, such as Waiting on Client. The state is what BackOps acts on, such as hiding Done tasks or enforcing reviews. This page covers how to set both up, and how to add custom fields to your tasks. All of it lives on the event's Project Management page, on the Settings tab.

States

Each status has exactly one state:

State	Meaning
To Do	Not started. A new task starts in the first status with this state.
Active	Being worked on.
In Review	Waiting on someone else to check it.
Done	Finished. Tasks with reviewers need every approval first. Done tasks are hidden by default.
Archived	Set aside. Archived tasks are hidden by default.

You can have several statuses in one state. "Ordered" and "Delivered" can both be Active, for instance.

Edit Task Statuses

On Settings > General, under Task statuses, open the editor to add, rename, recolor, or remove statuses. Each status has a name, an icon, a color, and a state.

A status cannot be removed while any task uses it or while the advance status mapping points to it. Move those tasks and change the mapping first.

Link Event Statuses to Organization Statuses

Your organization has its own task statuses. Link each event status to an organization status in the same state, and the organization's Tasks roll-up shows every event's tasks in the organization's vocabulary. One event's "Booked" and another's "Confirmed" can both appear as the organization's "Locked In".

Map Advance and File Progress to Statuses

Tasks that BackOps creates follow the work they track. You decide which of your statuses they use.

Advanced task statuses map the progress of an advance to your statuses: To Do, Needs Review, Done, and Archived. As collaborators answer and you review their answers, the matching tasks move to the statuses you chose.

File task statuses map a file's review lifecycle: To Do, In Review, Changes Requested, Done, and Archived.

Custom Fields

Custom fields add your own information to tasks, such as a budget code, a vendor, or a checklist link. Add them on Settings > Custom Fields. Each field has a name, a type, and whether it is required. The order you set is the order the fields appear on a task.

Available types:

Text, Rich text, Number
Date, Date and time
Checkbox, Link
Select and Multi select, with your own options
File and Multi file
Collaborator and Multi collaborator, Crew and Multi crew

A required field must be filled in every time a task is created or saved. Make a field required only when every task genuinely needs it.

Removing an option from a select field deletes that option for good, so rename an option rather than removing and re-adding it.

Tasks BackOps Creates

How advance and file tasks use the status mappings.

Organization Tasks and the Roll-Up

Where linked organization statuses show up.