6.2 Adding Activity States For An Activity Template

Many of our customers use Activity States to define where the activity job is in the work chain. Some of the more typical states are listed in the picture below. Others may be “Sent for invoicing”, “Ready for electrician”, etc. Some choose to use just one or two states, such as Ongoing and Completed.

The states are defined in the Activity Template editor’s 2 – States tab:

Adding the main settings for a state

Press [Add State] to add a new state section. In the picture above there are 3 state sections listed from top to bottom: New, Ongoing and Done.

• Use the arrows in the top left corners of each section to move a state up or down in the state list
• Press the X in the top right corner to remove a state
• Fill in the State name to be shown in the Zegeba app. This name and the Helptext can be in any language you choose to use
• The Helptext will be shown if a state is disabled and someone tries to select it anyway
• The Progress Value entered here will be shown in the task list.
• You have to select a Color from the dropdown list to be able to save the template
• Check Default if this state should be automatically selected when no other state is chosen by the users
• Check Disabled to have this state be shown in passive grey in the list of states so that it cannot be selected
• Check Hidden to completely hide this state from the state list
• Check Disables Selection to disable the list of states to be opened
• Check Hide activity with this state to remove the activity from the user’s app when this stage – usually the last one – is reached

Adding email notifications for a state change

You can define email notifications to be sent when a activity reaches a specific activity state.

1. Select the state’s setting Notify when changing to this state to open up the notification parameters.
2. Click in the To field to open the list of user email addresses registered in Zegeba and select one or more you want to add as recipients.
3. Click on the Cc and/or Bcc to add addresses for Carbon Copy and Blind Carbon Copy.

Creating a custom email message for a state change

The default activity state change email will look like this:

However, you can define a specific email for this activity state change:

1. Select Enable custom message.
2. Enter the subject text and the message text in the two empty text boxes.
3. In the Parameters list to the right you will always find the Activity URL and the State. The others are the Meta Data defined in this activity template.
   Click in one of the text boxes and then on the parameter you wish to add to the text.
   The relevant state, URL or meta values will then be added to the email when sent.

Changing assigned users when changing to a activity state

You can define that certain users are removed from a activity, or added to it, when changing activity state.

1. Select Change assignment of users when switching to this activity state.
2. To add new users to the ones already assigned to the activity,
   select Add (assign to selected users).
   Click in the Users field and enter one or more new users to be added to the activity when this state is reached.
3. To remove all present users assigned and add new users to the activity,
   select Replace (clear assignees and then assign to selected users).
   Click in the Users field and enter one or more new users to be added as the only users of this activity when this state is reached.
4. To remove one or more users from the activity when this state is reached,
   select Remove (Unassign selected users).
   Click in the Users field and enter one or more users to be removed when this state is reached.
5. To remove all users assigned to the activity when this state is reached,
   select Clear (unassign all).
   The activity can still be viewed by Admins or Activity Admins in the Dashboard and they can assign it to themselves if they need to edit it.