How to Link Statuses Between Different Data Levels

How Status Linking Helps Your Team

Status linking, or synchronization, ensures that all related records in your management system share the same, accurate progress update without extra manual steps. When a lower-level item moves to the next status, the linked parent levels can move together, helping users avoid updating each level one by one.

The primary advantages of this system are:

Guaranteed accuracy: Management reports reflect the true status of work being done in the field.
Workflow convenience: Status linking does not prevent users from changing a status, but it helps them update the relevant data levels to the next status in one go.
Instant Visibility: Managers no longer need to call or email to check progress because statuses update across levels at the same time.

The Mechanics of Status Synchronization

Setting up and maintaining status linking requires three fundamental rules. For the next few steps, you will need access to the pages mentioned (for example, User Account Customization and the relevant domains). Please request access from your administrator if required.

A. The Master Switch: Enabling Linkage

Before any statuses can be linked, the core functionality must be enabled.

You will first need to head to User Account Customization (UAC) page: User Account Customization
Enable the Change Parent Domain Status flag inside User Account Customization (UAC).

B. The Identity Rule: Matching Names

For two statuses to link, they must be perfectly identical in both name and type.

The status name and status type must both be exactly the same across the linked levels.
For example, if the status on the Job record is "In Progress” with a specific status type, the Digital Form must also use “In Progress” with the same status type. Any difference (for example, “Working” vs “In Progress”, or a different status type) will stop synchronization.
To set-up the status name and status type for all three you will need to head to their respective status settings page.

DF status name and status type

Job status name and status type

Project status name and status type

C. The Direction of Change: Bottom-Up Logic

The system is designed to track progress from the ground up.

The approved flow is Digital Form (DF) → Job → Project. When a Digital Form is completed, its status updates the related Job, and then the Job status updates the Project.
Status changes do not move from Project down to Job or Digital Form. Managers cannot mark a Project as complete and expect all underlying work to update; each item must be completed from the bottom up.

1. Change DF status "In Progress"
2. Job status also changed to "In Progress"
3. Project status also changed to "In Progress"

When a status will not update

Status linking only moves a record to the next status if all required items at that level are already complete. For example, if a Digital Form status changed to Completed but there are still incomplete items on the Job’s to-do list, the system will not update the Job status to Completed.

Linking Statuses from External Forms

Status synchronization can start the moment a new client request comes in via a Public Form.

To set-up the status name and status type for Public Form (PF), you first need to head to Public Form Status Settings Page
When a client fills out a Public Form (PF) (for example, a service request), the status on that form is carried into the new Customer or Job created from that PF.
By creating a Customer or Job from the PF, the system ensures the initial status of the internal record matches the PF submission.
When you later update the Job status, the linked PF submission status is updated as well, keeping the client-facing record in sync.
An automatic email is then sent to the PF submitter to notify them of the status change, reducing the need for manual follow-up.

Open Public Form Details, click 3 dots menu on top right and choose between create Customer/Job.
Create Customer/Job
Update Job status
PF status updated automatically
Status changed email will be sent to PF submitter email.

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