How To Set Custom Statuses

Custom statuses facilitate the communication between administrators and educators. These statuses maintain transparency and compliance within the organization and ensure student data privacy is accounted for.

With statuses, educators can, at a glance, filter and find which products are approved, pending approval, denied, or any other status you prefer to set within your organization. 

What is the difference between a Product and a Privacy Status?

The product status communicates your district approval designation and determines where and how a product is displayed in the platform (e.g. it can determine whether it appears in the Public Product Library or your organization library).

The privacy status allows you to label and communicate the organization's stance on that product's data privacy policy compliance.

Add, Edit or Remove Statuses

Adding Statuses

To add a custom status, access the Settings > Statuses section of the Platform. Scroll to the bottom of the section and select the +Add Product Status or +Add Privacy Status button to add a new status. In this scenario, we will select +Add Product Status.

In the Add Product Status screen, you will be able to set a Status Name, Description (optional), color, and set guidelines around that status.

Product statuses are displayed on the front of the Product Tile in your organization's library, as shown below.

Naming Statuses

Stay concise and consistent when naming your product statuses. Your statuses should, at-a-glance, communicate the current status of a product without going into too much detail. If you would like to add recommendations of use and/or longer descriptions for your educators, make sure to do so by adding a Status Description (instructions below) or attaching resources to those products to be displayed in the product's Details section. To add resources/assets to a product, see How To Manage Product Assets (Resources).

Mapping Statuses

Mapping your status to an existing System Status allows for important display rules within the Public Library and other areas of the platform.

In order for a product to show up in your Public Product Library, a product must 1) Have a status that is mapped to the Approved for Use System Status and 2) Have Include products with this status in the organization product library selected.
Assigning Forms to Statuses

The Assign Form to Status option allows for a custom request form to be displayed when a product with a particular status is requested by an educator for use within your organization. For more information on custom request forms see How To Customize Your Request Form.

Adding a Status Description

Adding a status description will help further provide context around a product status. These descriptions can be seen when hovering over the status in a product's Overview page.

Additional Guidelines

Administrators will be able to set status guidelines for each status including:

  • If a status is no longer relevant or if you are in the process of modifying your status internal policies, you can choose to deactivate a status by unchecking Include this status in the list of active statuses.
Deactivating a status will migrate all products with that status to Unknown status. This action cannot be undone.
  • If you would like to hide products with a specific status from your organization's product library, uncheck Include products with this status in the organization product library
  • If you would like to disallow members to request products with a specific status (e.g. Reviewed and Denied status), uncheck Allow members to request products with this status.

Editing Statuses

To edit an existing product status, access the Settings > Statuses section of the Platform. Choose an existing product status and click on Edit.  

Once you have selected Edit you will enter the Edit Product Status screen which includes the same fields described above in the Adding Statuses section.

Removing Statuses

To remove an existing product status, access the Settings > Statuses section of the Platform. Choose an existing product status and click on Remove.

Any products that holds a status being removed will automatically be migrated to the status that is has been mapped to.
To set statuses to your products, see Set a Product Status and Product Badges.
TIP: To bulk set product statuses see Set Product Statuses from Your Usage Dashboard.

Custom Status Examples

Product Status Examples

Privacy Status Examples

  • Approved
  • Pending
  • Reviewed and Denied
  • Unknown
  • Approved for Grades K-5
  • Approved with Conditional Use - Pilot/Grant Only
  • Paid by the district
  • Operational
  • Recommended
  • Reviewed and Denied: Free/Lite Version
  • Under Review
  • No longer available
  • Parent Consent Required
  • Complies State Privacy Laws
  • Compliant for 13+
  • Compliant - (enter date)
  • Not compliant - refused sign

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