Customize Form - States Table

The states table in the Customize Form Doctype allows users to define custom states (or statuses) for a Doctype, often used in workflows. Each row in the states table represents a specific state and includes fields that determine its behavior and display. Here’s an explanation of each field and its usage:

1. title

• Description: The name of the state or status.
• Use:
  • Represents the current state of a document (e.g., "Draft," "Pending Approval," "Approved").
  • Displayed prominently in the document header or workflow status field.

2. color

• Description: Defines the color associated with the state.
• Use:
  • Helps visually differentiate between states.
  • Commonly used colors include green for "Approved," red for "Rejected," and yellow for "Pending."
  • Accepts color codes or predefined labels like "Red," "Green," etc.

3. idx

• Description: Specifies the order of the states in the list.
• Use:
  • Controls the sequence in which states are displayed.
  • Ensure logical progression (e.g., "Draft" → "Submitted" → "Approved").

4. group

• Description: Categorizes the state under a specific group.
• Use:
  • Organize states for easier management.
  • For example, grouping states under "Approval Flow" or "Completion Stages."

5. hidden

• Description: Determines whether the state is hidden from the user interface.
• Use:
  • Hide states that are only relevant for backend processes or specific users.
  • For example, a temporary state used for automated processing.

Examples of Usage:

1. Basic Workflow States:
   • Row 1:
     • title: Draft
     • color: Grey
     • Use: Represents a document that is being edited but not yet finalized.
   • Row 2:
     • title: Submitted
     • color: Blue
     • Use: Indicates the document has been finalized and submitted for review.
   • Row 3:
     • title: Approved
     • color: Green
     • Use: Marks the document as approved.

1. Advanced Workflow States with Hidden States:
   • Row 1:
     • title: Draft
     • color: Grey
   • Row 2:
     • title: Under Review
     • color: Yellow
   • Row 3:
     • title: Sent Back
     • color: Orange
   • Row 4:
     • title: Automated Processing
     • color: Red
     • hidden: Checked
     • Use: A hidden state used for system-generated actions, not visible to users.

1. Grouped States for Better Organization:
   • Row 1:
     • title: In Progress
     • color: Blue
     • group: Task Flow
   • Row 2:
     • title: Completed
     • color: Green
     • group: Task Flow
   • Row 3:
     • title: Canceled
     • color: Red
     • group: Task Flow

1. Custom States for a Leave Application:
   • Row 1:
     • title: Draft
     • color: Grey
     • Use: Default state for newly created leave applications.
   • Row 2:
     • title: Pending Approval
     • color: Yellow
     • Use: Indicates that the leave application is waiting for manager approval.
   • Row 3:
     • title: Approved
     • color: Green
     • Use: Marks the leave application as approved.
   • Row 4:
     • title: Rejected
     • color: Red
     • Use: Indicates the leave application has been rejected.

How States Are Used in Workflows:

• Display in Document Header:
  • The state is often displayed prominently at the top of the document.

• Trigger Actions:
  • States can trigger specific actions or transitions in workflows (e.g., send notifications on state change).
• Filter and Reports:
  • Documents can be filtered by states (e.g., show all "Pending Approval" documents).
• Visual Indicators:
  • Colors and titles make it easy to understand the current state of a document at a glance.

By defining custom states in the states table, you can enhance the usability of workflows and improve document management within your ERP system.