Fields and Statuses
Fields and statuses decide what a space tracks and the stages its work moves through. In Resool every item has a name, status, assignees and due date, and you add the fields the space needs, from simple text and dropdowns to linked contacts and companies, relationships between items, rollups and formulas. Statuses become the columns of the board and the groups of the list.
Before you begin
You need the Create spaces and change their fields permission. Owners and Admins have it.
How to open space settings
Open the space and click the settings gear in the toolbar. Space settings has these sections:
- Name and look: the name, icon, color and description, and the Item name.
- Who can see this space: see Spaces Overview.
- Automations: see Space Automations.
- Statuses and Fields: described below.
- Delete this space.
Spaces › open a space › Space settings (gear)
The settings page with the Name and look card (Item name set to "Candidate"), the Statuses card with five statuses and their colors, and the top of the Fields card.
File: screenshots/space-fields-settings-page.png
Rename what an item is called
Under Name and look, set Item name to what one item is called here, such as Task, Project or Candidate. It appears on the add button, for example Add Candidate.
Change the name column
In List view, open the menu of the first column and click Edit column. Set the Column name (for example "Client") and choose What the name is:
- Text: anything you type.
- Company: picked from your companies; you can add a company on the spot.
- Person: picked from your contacts.
How to set up statuses
- In Space settings, go to Statuses. You can also click Edit statuses from a status group's menu in List view.
- Click Add status, then name it and pick a color.
- Choose its Status group:
- Not started: where new items start.
- Active: work in progress.
- Done: finished items (shown as closed).
- Closed: finished and archived.
- Use Move up and Move down to set the order.
- Save your changes.
Items in the Done and Closed groups count as finished in My Work, the Dashboard and Reports. A space can have up to 20 statuses.
Spaces › open a space › List view › status group menu › Edit statuses
The Edit statuses dialog with statuses arranged under Not started, Active, Done and Closed, each with a color, and the Add status button.
File: screenshots/space-fields-edit-statuses.png
To cap how many items sit in a status on the Board, set a WIP limit on it. See Space Views.
How to add a custom field
- In Space settings, go to Fields and click Add field. In List or Table view you can also click Add column and choose Create new field.
- Search for or pick a field type.
- Enter the Field name and set its options (see the table below).
- Turn on Required if every item must have a value, or Show on cards to show it on Board cards.
- Click Create field, then save.
A space can have up to 40 custom fields.
Spaces › open a space › Space settings › Fields › Add field
The field type picker with the search box and the list of field types (Single-line text, Long text, Number, Money, Date, Dropdown, Labels, People, Contact, Company, Formula, Rollup…).
File: screenshots/space-fields-type-picker.png
Field types
| Field type | What it holds |
|---|---|
| Single-line text | One line of text. |
| Long text | A longer note. |
| Rich text | Formatted text. |
| Number | A number. |
| Money | An amount in the Currency you choose. |
| Date | A date. |
| Dropdown | One option from a list you define, each with a color. |
| Labels (several) | Several options from a list you define. |
| People | Workspace members. |
| Checkbox | Checked or not checked. |
| Link | A web address, with a button to open it. |
| An email address, with a button to send an email. | |
| Phone | A phone number, with buttons to call or message on WhatsApp. |
| Contact | A contact from your Contacts. |
| Company | A company from your Companies. |
| Lookup (from contact/company) | Shows a value saved on the linked contact (name, email, phone, country, language) or company (name, industry, country, website, email, phone, address). Add and save a Contact or Company field first. |
| Rating (stars) | A star rating. |
| Progress (%) | A percentage you set. |
| Progress (auto) | Calculated from the sub-items that are done. |
| Location | An address or place, with a link to the map. |
| Files | Uploaded files. |
| Voting | Teammates vote on the item. |
| Signature | A drawn signature. |
| Button | A button with a Button label that opens an address. Put {number} in the address to insert the item's number. |
| Tasks | Links to other items in this space. |
| Relationship | Links to items of this space or another space. Choose it under Link to items of. |
| Rollup | Calculates Count, Sum, Average, Minimum or Maximum of a number field across the items linked by a Tasks or Relationship field. |
| Formula | Calculates a value from number fields, such as {Price} * {Quantity}. Use + - * / and brackets with fields that are already saved. |
Lookup, Progress (auto), Rollup, Formula and Button are calculated, so you can't type into them.
How to edit or remove a field
- From Space settings › Fields, change the field and save.
- From a column header in List or Table view, open the menu and choose Edit, Duplicate, Hide column or Remove from list. Removing deletes the field and its values from the space.
FAQ and troubleshooting
Why can't I create a field from the column menu?
Only people who can change the space's fields can create them. Ask an Owner, Admin or the space's project manager.
My formula doesn't calculate.
What you can do:
- Use field names in curly brackets exactly as they're spelled, for example
{Price}. - Use number fields only, and save them before referring to them.
Why is the Rollup option empty?
A rollup needs a Tasks or Relationship field to know which items to count. Add and save one first.
Do statuses carry over when I move an item to another space?
The item takes the status you pick in Status there when you move it. Fields with the same name carry over.