For Papertrail account administrators, the new State Manager tool gives you complete control over your inspection states.
States are labels like Checked, Quarantine, or Retired that tell you the current condition of your records.
The State Manager lets you effortlessly create and edit these states to fit your needs. You can find it by clicking the Settings cog in the bottom left-hand corner of your account homepage.
Access the State Manager
To begin, you'll need to be an account administrator.
Go to Settings in the bottom left-hand corner of your screen.
Select State Manager from the menu.
Click the New State button at the top of the page.
To create a new state simply click New state at the top right of the screen and a window will open.
Create a New State
To create a new state, click the New state button at the top right of the screen. A new window will pop up with a few options to help you customise your state.
State Name: Give your state a clear, descriptive name.
State Icon: Choose a visual icon, such as a tick, magnifying glass, or question mark, to represent the state.
State Colour: Pick a colour (Yellow, Red, or Green) to provide a visual cue.
Positive or Negative State: Decide whether the state indicates a positive or negative outcome. For example, "Checked - Good" is a positive state.
Archive Records: Choose whether records are automatically archived when they are inspected into this state.
When you're happy with your choices, click Create to save the new state. It will now be available to select during an inspection.
Now when you carry out an inspection on a record you will see the new state in the list and can set the record in this state.
Set a default state
The default state is the one records are automatically assigned when they're first added or imported into your account.
To change this, simply click the three-dot menu next to the state you want and select Set as default state.
A confirmation window will appear. Once you confirm, this new default will be applied to all future records you add.
NB: You cannot set a state that archives records as the default.
A window will appear where you will be asked to confirm this action, click to save the change and this will then be applied to new records added to your account.
NB: You cannot set a state to default which will archive records.
Reorder states
Your inspection states are presented in a specific order in your account. To change this, you can simply drag and drop the states into your desired order using the drag handles on the side. This new order will be reflected in the dropdown menu during an inspection.
Edit a state
To edit an existing state, click the three-dot menu and select Edit state.
Here, you can modify the state name, icon, colour, whether it's a positive or negative state, and the archive records setting.
Once you're finished, click Save changes.
NB: You cannot edit a state that is currently used by one or more records.
Delete a state
To delete a state, click the three-dot menu and select Delete state.
A confirmation window will appear.
Once you confirm, the state will be deleted. It will still be visible with a 'Deleted' flag until all records using that state have been inspected into a new state, at which point it will no longer be displayed.
NB: You cannot delete the current default state.
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Contact our Customer Support Team via the chat button in the lower right corner of the screen, on +44 (0)1248 719270 or at support@papertrail.io.