Status History

Learn how to manage an Item's Status History and visualize it in an Item List.

An Item's Status History is a log that tracks all the Statuses an Item has been in during its lifecycle, including the precise date and time it entered and exited each Status. Status Histories drive cycle time reporting in the platform, generating insights into how long Items have been in particular Statuses. 

Example of an Item's Status History.

Managing an Item's Status History

Who can manage Status History?

Only users with the Timeline Administrator permission in their System Role can view and edit Item Status Histories. 

Furthermore, Status Histories are only available on desktop, not the mobile app.

How to view the Status History

To view an Item's Status History:

• Navigate to the Item whose Status History you want to see. 
• Locate the Timeline panel. The placement of this section will depend on the Template's design. 
• Hover over the Timeline. Three icons will appear at the top right of the panel. 
• Select the reverse clock icon. 
  
• The Item's Status History will open:
   
  • Each Status the Item has entered will appear in the Status column.
    • All Statuses, including Custom Statuses are supported. 
    • Each time an Item changes Statuses, a new entry will appear in the Status History. This means there could be multiple entries for the same Status if an Item returns to a Status it was in previously. 

• • The Start Date is when the Item first entered this Status. 
    • The Status History will be automatically sorted by Start Date so that the earliest Statuses will be listed first. 
  • The End Date is when the Item exited this Status.
    • The Item's current Status will not have an End Date. 

How to edit the Status History

There may be situations where you need to update the Status History. For example, you may not have activated a project in KaiNexus even though you started working on it last week. This would be a good time to edit the Status History to ensure it captures the full length of time you work on a project, which is particularly important if your organization generates precise Cycle Time Reports.

To edit the Status History, first open it as described above. Then, in the Status History window: 

• Edit the Start or End Date of a Status by hovering over it and selecting the date. 
   
  • You can manually enter a date and time or use the calendar icon to select a date. 
  • Select the x icon to clear the date. 

• Add a new entry to the Status History by selecting the Add Status button.
   
  • A new row will appear in the log. It will auto-populate with the Template's highest ranking Status and today's date.  
     
    • In the Status column, select the Status name to change it. Note: This is the only time you can update an entry's Status type. You cannot update an entry's Status after it is saved. 
      
    • Enter the Start and End Date for the Status as described above. 
      • The Start Date cannot be after the End Date on the same Status entry. 
      • You cannot enter a date in the future. 

• • • Ensure there are no conflicts among the dates in the log. You will see a warning message at the bottom of the window if there is a conflict. However, this warning will not prevent you from saving. 
    • Select Save. 
      • The next time you open the Status History window, the Status entries will be automatically sorted by Start Date, with the earliest Statuses appearing first. 

• Delete an existing Status entry by hovering over the row you want to remove and selecting the x icon. 
   
  • Confirm your choice by selecting Delete in the resulting window. 
  • You cannot delete an Item's current Status entry or Overdue Statuses. 

Visualize Status History in an Item List

Status Histories allow you to visualize how long Items have been in particular Statuses in an Item List. You can filter a list based on time spent in a specific Status and display the duration in columns. 

Filter a List by Status History

To filter an Item List by how long Items have been in a particular Status:

• Select the Status History criteria in the Item Filter. 
  
• Select one or more Statuses in the Status drop-down. 
• Use the Min and Max Days in Status fields to set a range for how many days an Item needs to have been in your selected Status to be included in your list. 
  • Remember that Status History tracking began on December 6th, 2024. If an Item entered this Status before that date, it will only be included in your list if you manually update the Status History. 
• Save your filter. 

Display time spent in certain Statuses

Two Item List columns, "Days in Current Status" and "Days in Status," can help you visualize how long items have been in a particular status. 

• The Days in Current Status column displays the number of days an Item has been in its current Status, helping you identify stagnant Items. 
• Meanwhile, the Days in Status column displays the number of days an Item has spent in a specific Status of your choosing. 
  • You must edit the list's Additional Column Options to dictate which Status the column displays. Additional Column Options are available in the Item Filter.
  • If you do not specify a Status, the column will show time spent in all Statuses except for Draft and Complete. 

Recommended Reading

• Item Statuses
• Cycle Time by Person Report
• Cycle Time by Location Report