How to add custom page status to Automation rules?

[Archana Javgal]

Hello!

I want to create an automation rule with my custom page status but unfortunately only the pre-defined ones pop up in the drop down which are In draft, progress, ready for review and verified. This is because we have a use case where we need to seek approval from the managers before proceeding to deployment. The idea is to create a space rule as given below:

When page status changes to "Needs Review" send an email to a team of managers for approval. 

In this case, "Needs Review" is a custom status

FYI: We can't create another space only for this approval process because of the consistency of document requirement. If we use the standard page status then the email will be sent for every page which is not a part of approval process as it can be openly used by all the users.

Please advise.

Thanks
Archana

[Kristian Klima]

Hi @Archana Javgal and welcome to the Community.

You can create a custom space status in the Space's Settings.

This will then appear in your status options when creating an automation rule.

In my personal space, I created the Needs review status which then appears in the dropdown.

Does it answer your question or did I misunderstand the details of your use case?

[Levente Szabo _Midori_]

@Archana Javgal 

Last time I checked, built-in custom page statuses appear only for the user who created them. The built-in page statuses are not fully designed to manage complex workflows for teams. In our experience, those are just colorful flags when it comes to enterprise logic.

Better Content Archiving and Analytics is a go-to tool for advanced page statuses and for automation workflows built on them, like intelligently sent-out notifications.

I suggest you continue your research in 2 steps:

1. Check how you can leverage advanced and automatic page statuses with Better Content Archiving and Analytics:

2. Check how you can automate your notification emails with custom wording and logic based on your custom statuses:

In your use case, you can define a specific owner or supervisor who receives a reminder email and no one else.

She then can set the status to another "Approved" type status, which can also be custom!

Give it a try and reach out to us if you want to discuss your use case and find a dedicated solution instead of forcing features to fit it.