Every company runs its projects a little differently. The Global Statuses page lets your team add, rename, recolor, reorder, and remove the statuses you use for opportunities and Project WIP, so your boards and lists match the way your company actually works.
Changes apply to everyone in your company, and anyone on your team can make them.
Where to find Global Statuses
In the left sidebar, press Workflows, then press Global Statuses.
The page has two cards:
Opportunity Statuses: the statuses for projects you are bidding on, from Accepted through Won or Lost.
Project WIP Statuses: the statuses for projects you have won and are working on, from Prep/Setup through Balance Paid.
Changes save automatically as you make them. There is no save button.
Note: Bid invite statuses (New, Undecided, Declined, and Duplicate) can't be customized.
Required vs. customizable statuses
Required statuses: Riffle needs these to deliver your pipeline and WIP reporting, so they can't be renamed, recolored, moved, or removed. They are grayed out and show "(required)" next to their name.
Customizable statuses: any status that isn't required. You can rename, recolor, reorder, or remove these, and you can add your own.
Required statuses
Opportunity: Accepted, Draft, Submitted, Won, and Lost
Project WIP: Prep/Setup, In-progress, Work Completed, and Balance Paid
Customizable statuses every company starts with
Blocked (Opportunity, new): work on the opportunity is stuck and can't move forward right now. It sits between Accepted and Draft.
Internal Review (Opportunity): a teammate is reviewing the estimate before it goes out.
Negotiating (Opportunity): the company responded with change requests before making a decision.
Paused (Project WIP): project work is temporarily on hold.
Balance Overdue (Project WIP): the work is done, but the final payment is late.
How to add a status
Press Add an opportunity status or Add a project WIP status at the bottom of the card.
A new row appears just above your end statuses (Won and Lost, or Balance Paid), with a color already chosen for you.
Type a name for the status. To change the color of the status, press the circle to the left of the status name and select from one of 45 color options. You can only select colors that aren't used by other statuses in that phase.
Press anywhere outside the name field to save it. At this point, you can reorder the status to where you want it in the list.
Your new status shows up right away as a column on your board, in the status picker, and in your status filters.
Status name rules
A name is required: if you leave the name blank, the new row is discarded.
Names must be unique: two statuses on the same card can't share a name, even with different capitalization. The same name can be used once on the Opportunity card and once on the Project WIP card.
20 characters max: the field shakes and shows a reminder when you reach the limit.
⚠️ Note: You can have up to 45 statuses each for Opportunity and Project WIP phase projects, including the required statuses. Once you've reached the limit of 45, you will need to remove a status to add another.
How to rename a status
Press into the name of any customizable status, type the new name, then press anywhere outside the field. The new name shows everywhere right away, including earlier entries on each project's timeline.
If the name breaks one of the rules above, you'll see an error and the name won't save until you fix it.
How to reorder statuses
Press and hold the drag handle on the right side of a customizable status, then drag it up or down.
Where statuses can go: anywhere between the first status (Accepted or Prep/Setup) and the end statuses (Won and Lost, or Balance Paid).
Required statuses stay put: they always keep their order.
Your board columns and status sorting follow the new order.
Why a status's position matters for your reporting
Riffle treats each customizable status like the required status directly above it. Here's what that looks like with the default statuses:
Blocked (below Accepted): counts as not yet submitted. If its bid due date passes, it counts as overdue.
Negotiating (below Submitted): counts as submitted, so its value is included in your submitted value and it counts as awaiting a response.
Paused (below In-progress): counts as active work.
Balance Overdue (below Work Completed): counts as waiting on payment.
This also applies to required details. For example, moving a project into a status below Submitted asks for the same details as Submitted, like the date it was submitted.
💡 Tip: Place each custom status under the required status that best describes where those projects really are.
How to remove a status
Press the red X on the right side of a customizable status.
If no projects are in the status: it is removed right away.
If projects are in the status: you'll be asked to move them first. Choose a status from the Move projects to menu, then press Move Projects. To cancel, press No, Keep Them.
A few things to know:
Removing is permanent: it can't be undone. If you add a status with the same name later, it is created as a new status.
Archived projects count: the number of projects includes archived projects, and they move too.
End statuses aren't options: you can't move projects into Won, Lost, or Balance Paid this way, because closing out a project needs details specific to each project.
Project history is kept: earlier entries on a project's timeline still show the removed status's name.
FAQ
Where did the Opportunity Workflow settings on my Company Profile go?
Where did the Opportunity Workflow settings on my Company Profile go?
The checkboxes for turning Internal Review and Negotiating on and off have been replaced by the Global Statuses page. To stop using a status, remove it. To use it again, add it back.
Who can change our statuses?
Who can change our statuses?
Anyone on your team. Because changes apply to everyone in your company, we recommend agreeing on bigger changes as a team first.
Will renaming or recoloring a status change my projects?
Will renaming or recoloring a status change my projects?
No. Projects stay in the same status, and the new name and color simply show everywhere. Only removing a status moves projects.
Why did some quick actions go away?
Why did some quick actions go away?
Since customizable statuses can be renamed or removed, the quick actions for Negotiating, Paused, Resume, and Balance Overdue were removed. Use the status picker or drag the project on the board instead.
Resume: replaced with Mark work completed on the Project WIP list and board.
Request an internal review: still sends a review task to your teammate, but no longer changes the project's status.