The status field in Formaloo helps teams stay aligned by clearly showing where each task or record stands in your workflow. It’s a workspace-level field that supports structured task management, approvals, and review processes, perfect for keeping projects moving smoothly across teams.
📍 Included in plan: Enterprise
Table of contents
What the status field is and why it matters
The status field lets you categorize and track the progress of records within your apps or forms. Whether you’re managing projects, content reviews, or approval requests, it gives every team member instant insight into what’s pending, what’s in progress, and what’s done.
By default, the field includes:
To Do
In Progress
On Hold
In Review
Done
You can fully customize these options, rename, add, or delete stages, to match your team’s workflow.
This feature is especially valuable for:
Tracking project milestones and deliverables
Managing approval or review stages
Organizing complex operational pipelines
Ensuring accountability across teams
💡 Pro Tip: Pair the status field with the Assignee field to give every record an owner and keep your team accountable.
How to add a status field
Follow these steps to add and configure a status field:
Open your Form Editor.
Click + Add field at the top left corner.
Search for Status and click it to insert.
Customize your stages: click the choices section to add, rename, or remove options.
Once added, every record can have a status assigned or changed easily.
💡 Pro Tip: You can also use Magic Create to instantly generate a form and add the status field afterward for workflow tracking.
Where you can view and use the status field
You can view and manage the status field in two main sections of your workspace: the Data Blocks and the Activity Page.
Data blocks
The status field appears automatically in all data blocks, your main tables of form responses.
From there, you can:
Edit the status of any record
Sort or filter records by status
Quickly scan progress across all tasks
Activity page
The Activity Page displays all assigned tasks with their current status in one view.
When used with the Assignee Field, teammates can see the status of every task assigned to them, track progress, and update statuses directly.
You can also filter and sort tasks by status, assignee, or due date.
Real-world use cases
Let’s explore how different teams and industries can use the status field effectively:
1. Project management
A project manager can use the Project Tracker template to track deliverables for each client or department.
Each record represents a task or milestone. You can update the status as tasks move from To Do → In Progress → In Review → Done.
This gives every stakeholder an at-a-glance overview of what’s on track or delayed, and you can sort the table by status to focus on pending items during review meetings.
2. Education and student management
In an academic setting, the Student Management App template can use the status field to track student progress, applications, or assignments.
For example:
To Do: Assignment not started
In Progress: Student currently working
In Review: Teacher reviewing the submission
Done: Assignment completed and graded
This setup allows administrators and teachers to visualize learning progress or track the processing stages of student applications, all in one shared dashboard.
3. HR and internal operations
HR teams can use the Vacation Request Form template with a status field to manage employee requests efficiently.
Each record represents a vacation or leave request.
Statuses could be:
Submitted: Waiting for approval
In Review: HR evaluating the request
Approved: Leave approved
Rejected: Declined with notes
This simple structure helps HR quickly filter requests and communicate progress transparently across the team.
4. Marketing and content workflows
Marketing teams can track campaign assets or social posts through review and publication stages.
Example statuses: Draft → In Design → In Review → Approved → Published.
Each campaign asset can be assigned to a team member and tracked using the Activity Page, ensuring no content gets lost or delayed before launch.
👉 Pro Tip: Use Teams to give role-based access to specific projects or departments for smoother collaboration.
Wrap-up
The status field gives your team real-time visibility into every task and record across your workspace. Whether you’re tracking project deliverables, student progress, or internal requests, it provides structure and clarity to every workflow.
Frequently asked questions (FAQ)
1. What is the purpose of the status field?
The status field helps track the current progress or phase of any task, record, or workflow in Formaloo.
2. Can I edit or rename the default statuses?
Yes. You can easily rename, add, or remove any status options from the field settings.
3. Is the status field available on all plans?
No. It’s part of the Enterprise plan, available at the workspace level.
4. Can I use it to manage approvals?
Yes. You can rename the options (e.g., Pending, Approved, Rejected) to create a simple approval workflow.
5. How do I see all records grouped by status?
Use the Data Block filters or sorting options to view and manage records by their current status.
6. Does it integrate with the activity page?
Yes. Every assigned task shows its status in the Activity Page, helping teams monitor progress.
7. Can I automate status changes?
Yes. Using Form Logic, you can automatically update a record’s status based on user actions or responses.
8. Can multiple users edit the status?
Any teammate with edit permissions in the form or workspace can update the status.
9. Can I export statuses with my data?
Yes. The current status value appears in both PDF and spreadsheet exports.