A status reason gives staff extra context when they change a submission’s status, such as why they declined it. Every space in your Rhythm account uses the same status reason list, so you do not manage separate reasons for each space.
Prerequisites
- You need access to your organization's Submissions setup pages.
Where to Find It
Go to Submissions & Reviews › Setup › Submissions › Status Reasons to view the full list. Select Create Status Reason to add a reason, or select an existing reason to rename it.
Adding or Renaming a Status Reason
- Go to Submissions & Reviews › Setup › Submissions › Status Reasons.
- Select Create Status Reason.
- Enter a Name. The ID field fills in from the name as you type, and you cannot change it after you save the reason.
- Save.
Result
The new reason is available on submissions in every space right away, with no extra step for each space.
To rename a reason, open it from the list and change its Name. You cannot change the identifier, so create a new reason if you need a different one.
Deleting a Status Reason
You can delete a status reason only when no submission currently uses it. If any submission uses the reason, Rhythm refuses the deletion and keeps the reason on the list. Deletion is permanent, and you cannot recover the reason afterward, so confirm that nothing still uses it before you delete it.
The Inactive Setting
You can mark a status reason Inactive, but that setting does not affect Submissions today. An inactive reason still appears on the submission form, and it still displays normally on any submission that uses it. If you want staff to stop using a reason going forward, rename it to make that clear, because marking it inactive will not hide or restrict it.
Why Members in the Portal Never See Status Reasons
Status reasons are only available in the Console. Members working in the Portal cannot see or set a status reason on their own submission, no matter which status the submission is in.
Permissions
To add, rename, or delete status reasons, you need access to your organization's Submissions setup pages.
Validation and Errors
| Message or behavior | Cause | Fix |
|---|---|---|
| Save refused, duplicate identifier | The generated identifier matches an existing status reason | Change the name so Rhythm generates a different identifier |
| Delete refused | A submission still uses this status reason | Change those submissions to a different reason, or leave this reason in place |
| Marking Inactive does not change anything visible | Submissions does not use the Inactive setting | Rename the reason instead if you want to discourage its use |