AIO Tests allows you to customize the case status as per your organization's needs with the click of a button. On the test management tool, users can add new statuses, reorder case statuses, edit the existing case statuses, and delete any of the existing case statuses.
Only Jira/Project admins or designated AIO Admins can take action on the Case Statuses page. For other users, the page will be shown in a read-only manner.
Steps to Add a New Case Status
Step 1: To add a new case status, simply click on the Gear icon and select the Project Settings option from the drop-down menu.
Step 2: Click on the Case Statuses option in the sidebar menu.
Step 3: On the Case Statuses page, click on the Add button.
Step 4: Enter the name of the new case status into the Case Status Name field.
Users also get three options while adding a case status- Viewable by Owner only, Eligible for Cycle and Set addition, and Eligible for Linked Step.
Viewable by Owner only: By ticking the Owner only checkbox, users can keep cases visible to all team members except the owner of the case. Cases in this status then cannot be available for adding to cycles and sets. Also, they cannot be added as linked steps in other cases and thus will not be searchable while linking cases.
Eligible for Cycle and Set addition: By ticking the Eligible for Cycle and Set addition checkbox, cases in that status can only be added to a Set and Cycle. They will be visible to all users but cannot be added as linked steps in other cases.
Eligible for Linked Step: By ticking the Eligible for Linked Step checkbox, users can not only keep cases visible to everyone in the team but can only add cases as linked steps. The cases with this case status will not be available for adding to a set or a cycle.
By default, the new case status will be eligible for Cycle & Set addition and Linked Step. Users have the option to modify this option as per their organisation’s needs.
If the new status is set to “Case viewable by Owner only”, then it will automatically be not eligible for the other two actions. To set a status so that the case is only viewable by the Owner (same as Draft today), click on the first checkbox while creating a new status.
Some rules need to be followed while creating or editing case statuses.
There should be at least one status which makes a case eligible for addition to Cycle & Set and as a linked step.
A higher visibility status like being eligible for cycle/set addition or being eligible for linked step (like Published/Under Review) cannot be edited and moved to a lower visibility status of being only visible to the Owner (like Draft) if the cases belonging to such a status has associations with case/set/cycle.
A higher visibility status like being eligible for cycle/set addition or being eligible for linked step (like Published/Under Review) can be edited and moved to a lower visibility status of being only visible to the Owner (like Draft) if the cases belonging to such a status doesn’t have any associations with case/set/cycle.
A status with no checkboxes checked (which means cases of this status are visible to all but cannot be added to set/cycle/used as a linked step) cannot be moved to “case viewable by owner only”.
Step 5: Finally, click on the Save button.
Steps to Reorder Case Statuses
Step 1: To reorder case statuses, all you need to do is click on the Reorder button.
Step 2: Drag and drop the case status using the drag handle icon for the case statuses that you want to rearrange.
The default status while creating cases can also be configured here. The status that is at #1 will be the default status of the new cases being created.
Step 3: Finally, click on the Done button.
Steps to Edit Case Status Name
Step 1: To edit the case status name, click on the Pencil icon for the case status that you want to edit and change the case status name.
Users can also update existing behavior by using the toggles on/off (as long as the rules are followed). For example, if users wish that cases in draft status should also be available for linking as steps, users can toggle on the “Eligible for Linked Step”.
Step 2: Finally, click on the Save button.
Steps to Delete Case Status
Step 1: To delete a case status, click on the Delete button for the case status that you want to delete.
Users need to specify an alternative case status while deleting any of the existing statuses as case status is a mandatory field.
Step 2: Once you click on the Delete button, a confirmation modal window will appear on the screen. Select a replacement Case Status where you want to move the existing cases with the selected case status that you want to delete.
At least one status is required so that the cases can be added to set/cycle/used as a linked step. So if you try to delete the Published status without having a new status similar to it, you will not be able to delete it.
Deletion of a case status is an irreversible action. Once deleted, it cannot be restored.
Step 3: Finally, click on the Delete button.
Deletion of a status is done via a batch job that runs every 5 minutes and moves cases from the deleted status to the specified alternative status. While the status is marked for deletion, users cannot delete the specified alternative status.
If users can’t delete a status then it means that there will be no status for adding cases to cycle/set/use as a linked step. An error will be displayed on the screen.
For further queries and suggestions, feel free to reach out to our customer support via help@aiotests.com.