Statuses and labels

A status says where a record stands, such as New, In progress or Done. Labels are tags you add to any record, such as Bestseller or VIP. Both are exact values, so you can filter and color by them, and your agents can rely on them.

How do statuses work?

Every record has exactly one status. There are two kinds:

• System statuses come with every module: Active for records in use, and Archived for records you keep but no longer work on.
• Your own statuses describe your process, such as Waiting for approval or Checked. Each one sits under a system status, so AgentOS always knows whether the record is in use.

A typical sales process: New, Contacted and Qualified under Active, then Won and Lost under Archived.

How do I create a status?

1. Open one of these places:
   • Settings > Data > All modules > Statuses, for statuses in any module.
   • Settings > Data > the module > Statuses.
   • A space's settings, section Statuses, for that space. See Spaces.
2. Click New status.
3. Type the Status name. Click the icon in front of it to pick an icon and a color.
4. Under System status, pick Active or Archived.
5. Under Spaces, pick where the status applies. Leave it empty for All spaces.
6. Click Create.

So Leads and Customers in one module can each follow their own process. On a module's page, Connect existing adds a status you already have to more spaces. To change a status, click it, edit it and click Edit. You can rename a system status and change its icon and color the same way.

How do I change a record's status?

Click the Status cell in the table, or the status in the record, and pick a new one. To change many records at once, select them and use Bulk actions. See Work with records.

How do labels work?

A record can carry any number of labels. There are two kinds:

• Shared labels are visible to everyone who sees the record. A label limited to some spaces appears only there. A label with no spaces works in all of them.
• Personal labels only you see. Use them for your own follow-ups, such as Call back. They appear once an admin switches on Enable personal labels in Settings > Data > All modules > Tables & details.

How do I add a label to a record?

Open the label picker on the record or in the Labels cell. Pick a label under Labels, or under Personal labels for your own. To make a new one on the spot, click New label in that section.

How do admins manage shared labels?

1. Open Settings > Data > All modules > Labels, or the module's page in Settings > Data.
2. Click New shared label.
3. Type the Label name. Click the dot in front of it to pick a color.
4. Under Spaces, pick where the label applies. Leave it empty for All spaces.
5. Click Create.

On a module's page, Connect existing adds a label you already have to that module's spaces.

How do agents use them?

Statuses and labels make good instructions, because they are exact:

• "Every morning, go through the leads in New, score them and move the good ones to Qualified."
• "Label every product without a photo as Needs photo."
• "When a ticket moves to Done, send the customer a short satisfaction survey."

A status or a label also makes a good segment, such as Products labelled Needs photo, which empties itself as the work gets done.

Next: Spaces.