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Create and manage custom workflow statuses

Custom statuses let you define the specific labels an asset can carry as it moves through a workflow. This article covers creating and managing custom statuses.

Custom statuses live on their own page — Admin Console → Statuses — rather than inside the workflow template builder itself. They're the statuses reviewers can apply to a proof/asset in addition to the built-in default statuses (which are shown for reference on the same page but can't be altered).

Creating a custom status​

  1. Go to Admin Console → Statuses.
  2. In the Custom statuses section, click Add Status.
  3. Fill in:
    • Name (required, up to 20 characters).
    • Description (optional, up to 100 characters) — shown to help reviewers know when to use it.
    • Trigger actions — optionally attach one or more workspace Actions to run automatically whenever an asset is set to this status.
    • Colour — pick with the color circle/hex field, or use the eyedropper (Chrome/Edge only) to sample a color from the screen.
    • Use this status while proofing — check this to make the status selectable when reviewers are deciding on a proof.
  4. Confirm to create it.

Creating a status requires the Add status permission.

Editing or deleting a custom status​

  • Click the pencil icon on a custom status's row to reopen the same form and change any of its fields. This requires Manage status.
  • Click the trash icon to permanently remove it. This requires Delete status and cannot be undone.

Default statuses cannot be edited or deleted — only custom ones. Custom statuses all rank equally alongside each other; if more than one custom status applies across stages, the last one applied wins.