Task Statuses and Workflow: Definitions and Rules

Introduction

This reference article provides a clear list of task statuses available in Easy8 and explains their meaning. It also describes how workflows define the allowed transitions between statuses and how to configure them. Use this information to set up and manage task progress efficiently.

Target Audience

User + Administrator

Task Statuses: Definitions

The following task statuses are typically available in Easy8. The exact list may vary depending on system settings:

Status	Definition
New	The task has been created but no work has started yet
In Progress	The task is currently being worked on
Resolved	The task is completed and waiting for confirmation or review
Closed	The task is fully completed and confirmed
Rejected	The task is cancelled or marked as invalid

💡 Tip: Statuses can be customized in Global Menu >> Administration >> Task Settings >> Statuses.

Workflow Rules: Status Transitions

What is a Workflow?

A workflow in Easy8 defines which status transitions are allowed and what fields are visible or required based on the user’s role and the selected tracker.

How to Access and Adjust Workflow Settings

You can manage task workflows here: Global Menu >> Administration >> Workflow

In the workflow settings:

Select a Role and Tracker
Click the green Edit button to edit permissions
You will see:
- In the left column: Current Statuses
- In the right column: New statuses allowed
Check or uncheck statuses to allow or prevent their use when a task is in a specific status

Task Field Permissions

In the Workflow Settings, you can also set permissions for task fields:

Choose a Role and Tracker
Define field permissions:
- Required – User must fill in the field
- Read-only – User can see the field but cannot edit it
- Blank – User can leave the field empty

Fields marked with a red star are globally required and cannot be skipped.

Tips and Best Practices

Disable statuses per tracker: Remove unnecessary statuses for specific trackers
Create approval chains: Limit who can change statuses in sensitive workflows
Make fields mandatory: Force users to fill in key data
Protect important data: Use read-only fields to avoid unauthorized changes

Use Case Examples

1. Chain of Approval

Each role may only change statuses in a defined way. Example flow:

Client creates a new task
Representative changes status to "Waiting for approval"
Manager approves or declines the task
Technician works on approved tasks and marks them as "To check"
Representative verifies and closes the task

2. Required Field for Important Data

You may require users to fill in specific fields such as "Date of Birth" by setting them as Required in the workflow.

3. Read-only for Sensitive Data

To protect key information, such as client data, mark fields as Read-only so only authorized roles can edit them.

4. Disable Unnecessary Statuses

For example, disable the Code Review status for departments where it is not relevant.

How to Use This Information

Use statuses consistently to track task progress
Define clear rules for who can change statuses
Set field permissions to control task data
Monitor progress in dashboards and reports based on statuses