Project statuses help you track where each project stands in your workflow. Create custom statuses, filter your project list, group dashboard tasks by status, and generate status-based reports to manage work efficiently.
Project statuses give you instant visibility into your workflow stages. Whether you're tracking tax returns through review stages or managing onboarding projects, statuses help your team understand exactly where each project stands without opening individual tasks.
What Are Project Statuses?
Project statuses represent the stages a project moves through from start to completion. Each project can have one status at a time, showing whether it's waiting to begin, actively in progress, under review, or completed.
Common status examples:
Not yet in
To be assigned
In progress
Client review
Ready for filing
Completed
On hold
Statuses help your team quickly identify bottlenecks, prioritize work, and communicate project progress without constant status meetings.
How to Set Up Project Statuses
In Workflow Templates
When creating workflow templates, you define which project status is required for each task to appear on the dashboard.
Go to Settings & Apps → Projects → Templates
Create or edit a workflow template
For each task in the template, set the "Wait until project status" field
Choose which status the project must have for this task to be visible
Example workflow for tax return projects:
Data collection tasks → Require status: "Not yet in"
Preparation tasks → Require status: "In Office"
Review tasks → Require status: "In for Checking"
Filing tasks → Require status: "Ready for E-Filing"
This ensures team members only see relevant tasks for the project's current stage.
How to View Projects by Status
Project List View
The project list automatically organizes all projects by their current status.
Go to Projects from the main menu
View the status tabs across the top showing all your statuses
Each tab displays the count of projects in that status
Click any status tab to filter the project list
The Status column shows each project's current status
Status Filtering
Use the Status filter dropdown to:
View projects in specific statuses
Select multiple statuses at once
Combine with other filters (client, manager, date range)
How to Group Dashboard Tasks by Project Status
View all tasks organized by their project's status directly on your dashboard.
Go to your Dashboard
Click the grouping options
Select "Group by: Process Status"
Tasks now appear under their project status headers
Quickly see which tasks belong to projects at each stage
This view helps you prioritize work based on project urgency and stage.
How to Filter Dashboard Tasks by Status
Focus your dashboard on specific project stages:
Open dashboard filters
Find the Status filter
Select one or more project statuses
Dashboard shows only tasks from projects in selected statuses
Save this filtered view as your default if needed
Use cases:
Show only "In Office" projects to focus on active work
Filter "Ready for Filing" to prioritize urgent completions
View "Client Review" projects to follow up on pending responses
How to Filter Projects by Status in Reports
Generate status-based reports to analyze project progress and workload.
Go to Reports
Open the Filters section
Select Project Status filter
Choose the statuses you want to analyze
Select additional filters (date range, members, clients)
View results in Tasks or Summary tab
Reporting use cases:
Track how many projects are in each status stage
Identify projects stuck in specific statuses too long
Measure time spent per project status
Generate client-facing status reports
Save frequently used status reports as default views for quick access.
