Example use of statuses

Best practices

A Soko Administrator can decide how many and which different statuses would be available for different projects. For very simple projects 4 or 5 statuses should be enough. However, for more complex project management 10 or even more different statuses may be needed. To make things easy, it’s best to start with using as few statuses as possible and add more statuses later once the projects go more complex.

Simple projects I.

For simple projects which do not require an internal or external approval process, 4 task statuses and 2 version statuses should be enough to use.

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Simple projects II. - review process

For simple projects with a review process, we need to add one more task status (Pending Review) and two more version statuses (Pending Review and Rejected). In Pending Review status version is waiting for the Reviewer to review the published version. After reviewing the version Reviewer can Approve, Rejected or marked the version as a Work in Progress.

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Medium complex projects I. - external review process

When we need to track beside the internal review process also the external review process we need to add Pending external review status to the task and to the version.

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Medium complex projects II. - delivery process

When we need to track beside the internal and external review process also the delivery process we need to add Pending delivery status to the task and to the version.

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Medium complex projects III. - Discarded status

When we don't want to just delete discarded tasks or versions, but keep them in Soko, we need to add Discarded status for the task and versions.

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Complex projects I. - Awaiting External Input and Rejected External

When we want to track "Internal and External inputs" separately we can add Awaiting External Input task Status. This will add additional information to the task if we are waiting for internal or external input.

In case we want to add an additional version approval process where we want to track External Rejects separately we can add "Rejected External" status to the version.

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Complex projects 2. - custom statuses

In Soko, we have a flexible option to add multiple statuses per one state. For example, we can have the three "Ready to start" statuses that have a different meaning for the assignee. Ready to start means that the task has some inputs available and Assigne can start working on the task, Needs fix means that the version which assignee published was not approved and Assignee should fix it. On hold means that Assignee has another higher priority task on which should work. So the status of the current is changed to On Hold and the status of task with higher priority to "In Progress".

In the example below we also split In progress status into two different statuses "In progress" and "Rendering"

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Complex projects 3. - custom statuses

More statuses mean more complexity so sometimes can be contra-productive adding more and more statuses. We can also reduce the task statuses if it's not necessary for each version status to have one task status. Below is an example where we've reduced all the task approval statuses to just one "Awaiting approval" status. Although for the version we keep four different approval statuses.

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