Help CenterWhat Is Comment Status ?
In Caction, Comment Status is used to categorize updates made Jobs, Projects, Assets and even in Digital Forms. Instead of treating comments as plain text updates, the status adds operational context. This help users to understand the purpose, urgency, or current condition of each comment.
By default, the available Comment Statuses are Open, Needing Attention, In Progress, Completed, Cancelled, and Forwarded. However, additional Comment Statuses can be added in the system based on your company’s requirements.
The Job Comment section and Comment Status will be used as an example in this guide, but the same steps apply to Projects, Assets, and Digital Forms.
Benefits of Comments Status :
- Improves communication clarity by showing the purpose or condition of each comment
- Makes it easier to filter and track important updates
- Supports faster decision-making for supervisors and operations teams
- Helps prioritize follow-ups and unresolved matters
- Improves reporting and monitoring of recurring issues or delays
Quick Tip : Click the link to navigate straight to the required section.
a. Difference between Job Status vs Comment Status?
Job Status and Comment Status serve different purposes even though both track progress. A simple way to think about it:
- Job Status = overall condition/progress of the entire Job
- Comment Status = condition/progress or meaning of a specific update inside the Job
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💡Let's have a quick overview on this :
Job Status indicates the current stage of a Job and helps teams track overall work progress across operations. For example, if an air conditioning servicing Job at Site A has a Job Status of In Progress, it means the entire Job is actively being worked on.
Comment Status applies to individual comments or updates within a Job. It describes the purpose or meaning of a specific update. For example, even if some comments are marked as Needing Attention or Completed, the overall Job Status can still remain In Progress until all work is fully completed.
| Feature | Job Status | Comment Status |
| Scope | Entire Job | Individual Comment |
| Purpose | Track overall Job flow | Catogerize Updates |
| Used For | Operations tracking | Communication clarity |
b. How to Add New Comment Status?
- To add a new Comment Status in Caction, go to Main Menu > Company Settings > Comment Settings > Comment Status.
Important Note:
If you do not see Company Settings in your Main Menu, it is due to your access permission settings. Please contact your Admin for assistance.
- Click "Add New Status".
Important Note:
By default, Caction has set Comment Statuses such as Open, Needing Attention, In Progress, Completed, Cancelled, and Forwarded. These statuses cannot be deleted.
- Type in the required Comment Status name as shown below.
- Next choose the Comment Status type. This determines how the comment will behave in the system. Available Comment Status types:
- In Progress
The update is currently ongoing and has not been completed. - Won/Completed
The update has been completed and the process is considered closed. - Cancelled/Postponed/Lost
The update has been cancelled, postponed, or marked as lost. This status can also be considered as completed/closed.
- You can choose a preferred colour to be displayed whenever this Comment Status is selected.This helps users easily identify and differentiate comment statuses within the system. Then Click "Save".
- Now, your Comment Section will have the option to select the newly added Comment Status as shown below.
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c. How to Update Comment Status in Comment Section?
- Based on this guide, if User selects the Comment Status “Urgent” when updating a Job comment, the system can automatically classify the update under the “In Progress” comment type.
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- You can check the total comments made in the Job Completion Summary section. Based on this guide example, the User has added a Comment : Need Admin help with the Comment Status : Urgent. Therefore, the comment will be reflected accordingly in the Job Completion Summary section.
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- Now, let’s say the issue has been resolved. The User can reply to the previous comment by clicking the 3 dots icon on the comment and selecting “Reply Comment”.
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- Make sure that when replying to the comment, the Comment Status is changed to “Completed”. This is because the earlier comment with the status “Urgent” was categorized under the In Progress type comment. Once the issue has been resolved, the reply should be updated with a Completed status to reflect that the matter has been closed.
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- Now, if you check the Job Completion Summary section again, you will see that the “Urgent” comment made earlier is now reflected under the Completed state after the reply has been updated with the Completed Comment Status.
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Important Note:
Always ensure that when replying to comments for issues that have already been resolved, the Comment Status selected is “Completed”. This is important because comments such as “Urgent” are categorized under the In Progress type, which indicates that the issue is still ongoing and has not yet been completed.
When registering a new Comment Status in the system, make sure to choose the correct Status Type. Refer : Step 4 in How to Add New Comment Status?
d. Update Summary of Comments with Status
All these comments and updates can be made in the Job Comment section, Digital Form Comment section, Project Comment section, and even the Assets Comment section in Caction.
However, from the Admin side, there may be situations where you need an overall summary or report of all comments made together with their respective Comment Statuses. Let’s go through step-by-step on how to do this.
- Go to Main Menu > Job Update Report.
Here, you will be able to see both the Report and Update Report sections for Jobs, Projects, Digital Forms, and Assets in Caction.
| Feature | Report | Update Report |
| Purpose | Used to retrieve overall record details such as start date, end date, assigned users, linked assets, and other key setup information. | Used to retrieve all updates made within the record, including comments, comment statuses, uploaded images, and activity logs. |
| Used For | Focuses on the main information and structure of the record | Mainly used to track and monitor all updates, communication |
Important Note:
If you do not see Business Reports in your Main Menu, it is due to your access permission settings. Please contact your Admin for assistance.
- In this page, you can see that each Job will contain multiple rows of details, including the comments made. This is why you may notice repeated rows with the same Job sequence number, as each row represents a separate update or comment entry linked to the same Job.
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For this guide purpose, the Job Date Range has been changed to Recent 6 Months.To display comments based on Comment Status, click Add Filter > Job Update > Update Status > Update Status: Contains.
- Now, select the required Comment Status. Click "Done".
- The Job Update Report will display records based on the filters applied.
Important Note:
Move the spacing bar to the right, and you will be able to see the Update Content Column.
e. How to Customize My Own Columns for Job Update Report?
- Click the Column Settings icon.
- You will see the “Add Column” section. From there, you can select or deselect the columns you want to display according to your needs. You can also drag and rearrange the columns to adjust their order in the report view.
Important Note:
In this case, since the Comment Status column is required, make sure to select Update Content and Update Status so that both the comment details and their corresponding statuses are displayed in the Job Update Report.
- Now you can view the required comment summary based on their status.
