This article explains how task statuses behave in Datarails workflows, including how they transition, when they reset, and how they appear differently to workflow owners and task assignees.

Task statuses overview

Here are the main statuses a task can have:

• Not started – The initial status of a task at the beginning of the process.
• Pending – The task was assigned and sent to an assignee (only appears in the Workflow screen when an assignee is present).
• In progress – An action was performed related to the task (e.g., Sync, Submit, upload a new version, auto-calc, etc.).
• In review – The task was marked as completed by the assignee and is awaiting review (only applies to approval flows with reviewers).
• Completed – The task was marked as completed by the assignee.
• Approved / Rejected – The reviewer approved or rejected a completed task (only applies to approval flows with reviewers). 

Who sees what?

Workflow Screen (Workflow Owner View)

• With assignee

  Not started → Pending → In progress → Completed / In review → Approved / Rejected

• Without assignee

  Not started → In progress → Completed / In review → Approved / Rejected

Tasks Screen (Workflow Owner View)

Not started → In progress → Completed / In review → Approved / Rejected

Tasks Screen (Assignee View)

Not started → In progress → Completed / In review → Approved / Rejected 

How statuses transition

• Not started → Pending

  Trigger: The workflow owner assigns the task to an assignee.

• Not started / Pending → In progress

  Trigger: The assignee performs an action (e.g., Upload, Update, or Sync).

• In progress → Completed / In review

  Trigger: The assignee or workflow owner marks the task as completed.

• In review → Approved / Rejected

  Trigger: The reviewer approves or rejects the task. 

When task status is reset

These actions will reset the task’s status:

• Changing or removing the assignee
  → Resets the task to Not started.
• Changing or removing the reviewer
  → If the task was marked as completed, the status resets to In review.
• Updating the date tag
  → Resets the status based on the new tag context.

Note: Tasks marked Completed or Approved will not reset unless one of the above changes occurs.

Notifications

If a reviewer is changed after a task has been marked as completed, an email notification is automatically sent to the new reviewer. 

Updated June 30, 2025 12:25