Overview

Every submission that arrives on a form carries a status. Vome ships with six default statuses, and you can create as many of your own as you like, each with its own colour. Together they act as an internal applicant tracking system for the admin team running your recruitment process.

This article covers the statuses themselves: what they are, how to build your own set, and where they show up. Making a status actually do something, such as assigning a sequence when someone is accepted, is covered in a separate article linked at the bottom.

Good to know: statuses are visible to admins only. The person who submitted the form never sees the status you give them, and changing it does not notify them on its own.

1. What are the default statuses?

Six, available on every form:

• New
• In Review
• Reviewed
• On Hold
• Accepted
• Rejected

You cannot rename or recolour the six defaults, but you can hide the ones you do not use, reorder them, and add your own alongside them.

When a new form response comes in, the default status will be New.

2. Can I create my own statuses?

Yes, as many as you want. A custom status is a name plus a colour, so your table reads at a glance instead of forcing everything into Accepted or Rejected.

Common examples are Interview booked, Waitlisted, Selected, Not selected, Needs documents, and Archived.

To create one:

• Open a form and go to its submissions table.
• Click Manage statuses above the table, or choose Manage submission statuses from the Actions menu.
• Click Add status.
• Give it a Status name and pick a Colour.
• Under Availability, choose All forms or Only selected forms, then save.

3. What is the difference between "This form" and "Global set"?

They are the two tabs at the top of the Manage submission statuses window, and they answer two different questions.

Global set is your organization's whole status vocabulary: every default status and every custom one you have created. Adding, editing, deleting, reordering and hiding a default all happen here, and they apply everywhere.

This form is about one form only. It shows the statuses currently offered on that form, and lets you hide the ones that form does not need. Hiding something here changes nothing on any other form.

The practical effect is that a General Application can run on New, In Review and Accepted while a waiver form runs on its own vocabulary, without either form taking options away from the other.

4. Can I hide a status I do not use?

Yes, and hiding is almost always better than deleting.

Each tab has an Active and a Hidden list, and every row has a show or hide control. On the Global set tab, hidden statuses are grouped under Default statuses and custom ones below them.

Two things to know about hiding:

• Hiding only removes the status as an option going forward. Submissions already sitting in it keep it and still display it.
• You cannot hide everything. Vome keeps at least one status available on your organization, and at least one on each form.

5. Can I change the order they appear in?

Yes. On the Global set tab, drag the rows into the order you want. Defaults and custom statuses sit in one single list, so you can slot your own statuses in between the built-in ones rather than having them appended at the end.

That order is organization wide. It drives the dropdown on every form, the bulk status menu and the filters, so the sequence your team learns is the same everywhere. Ordering is set only on the Global set tab, not per form.

6. Where do statuses show up?

In five places, all on the form's submissions table:

• The Submission status column, as a coloured pill on each row.
• The dropdown on that pill, for changing one person's status.
• The bulk status action, after you tick several rows.
• The Submission status filter in the left-hand panel.
• Custom views, where you can save a status filter into the view itself.

Custom views are worth calling out. Because your own statuses appear in the view's status filter alongside the defaults, you can build a view such as "everything except Archived" and have it load that way every time you open the form.

7. Do custom statuses change anything on their own?

No. On their own they are for tracking and segmentation: a label and a colour that tell your team where someone stands.

What makes a status act is a rule you attach to it on the form. Reaching a particular status can notify your admins, email the person, or assign them to a sequence or an opportunity. This is how most teams run a screening process: interview, set the status, and let the status carry the person forward.

8. What happens if I delete a custom status?

It is removed from your organization immediately, and any submission sitting in it falls back to its underlying default status.

Deleting cannot be undone. There is no confirmation step, the status is gone from every form at once, and the record of who was in it is lost. If you have finished with a status but want to keep the history, hide it instead.

9. Who can manage statuses?

Full admins can do everything described here. For custom admin roles, two separate permissions apply:

• Creating, editing, hiding, reordering and deleting statuses needs the permission to create and edit forms.
• Changing a submission's status needs the permission to manage form statuses.

So you can let a coordinator move applicants through your process without letting them change the process itself.

Related

• How do I run an automation when I change a submission's status?