Record statuses and the working view (Open / All)

A status marks where a record stands — for example "Qualified" or "Waiting for reply." Every list has a built-in Status column; owners and admins of the workspace define the list's own statuses, and anyone who can edit the list can set them on records.

Defining statuses#

Open Manage statuses — from the selection bar's Status button, List Settings' Status tab, or right-click a row and pick Set status → Manage statuses — to add, rename, recolor or remove statuses: up to 12 per list, each with a name (30 characters max) and one of 9 colors. Check done on a status to mark that its records are finished work; removing a status makes its records active again. Only owners and admins of the workspace can open this editor and make changes — everyone else sees the list's statuses read-only.

Setting a status on records#

Select one or more rows and click Status in the selection bar (next to Tag), or right-click a row and use Set status, to pick an existing status, type to filter, or — if you can edit the list — create a new one on the spot. Anyone who can edit the list can set statuses on records; only owners and admins can define new ones from scratch outside that box. You can also set the Status column cell directly for a single row.

The numbers: status bar counts#

The status bar at the bottom of the grid shows a colored chip with a live count for every status that has records, plus a running-jobs chip while a pipeline is enriching rows. Click a chip to filter the grid to just that status; click it again (or Back to the working list) to return to your normal view. Chips that don't fit collapse into a +n menu.

The working view: Open vs. All#

Once a list has at least one status marked done, the status bar shows two view chips: Open (records that aren't done — your working list) and All (every record, including done ones). Records with a done status leave Open automatically but stay visible under All, or by clicking their status chip directly. A list with no done statuses only shows All.

Status vs. hidden vs. tags#

A status is one of three ways to set a record apart, and they're not the same:

• Done status — leaves the Open working view, but still counts everywhere else: analysis, triggers, the data API and sync all see it.
• Hidden (see "Hiding vs. deleting rows") — a separate, built-in state that's stronger: hidden records are skipped everywhere, including analysis, triggers and enrichment, not just the working view.
• Tag (see "Sublists and tags") — a free-text label a row can carry several of at once; a status is the ONE value a record carries right now, chosen from the list's defined set.

Cost#

Defining, setting and viewing statuses are all free.

Related topics: hide-or-delete-rows · segments-and-tags · list-settings.

FAQ#

What is a record status?#

A status marks where a record stands, such as "Qualified" or "Waiting for reply." It shows in the built-in Status column and as a colored chip with a count in the status bar at the bottom of the list.

How do I create or edit statuses for a list?#

Click Status in the selection bar and choose "Manage statuses," or open it from List Settings. There you can add, rename, recolor or remove statuses — up to 12 per list, each with a name and one of 9 colors — and check "done" to mark a status as finished work.

Who can define statuses, and who can set them on records?#

Only owners and admins of the workspace can create, rename, recolor, mark "done" or delete statuses. Anyone who can edit the list can set an existing status on records from the selection bar or the Status column, and can create a new status on the fly there only if they are also an owner or admin.

How do I set a status for many records at once?#

Select the rows, then click Status in the selection bar (next to Tag) — or right-click any of the selected rows and use Set status — and pick a status from the list, or type to filter. This applies to every selected row at once.

What do the numbers next to each status mean?#

Each colored chip in the status bar at the bottom of the grid shows how many records currently carry that status, updating live as records change. Click a chip to filter the grid to just that status.

What's the difference between "Open" and "All" in the status bar?#

Once a list has at least one status marked "done," the status bar shows two chips: "Open" (your working list — records that aren't done) and "All" (every record, including done ones). A list with no "done" statuses just shows "All," since nothing leaves the working view.

What's the difference between a status and a tag?#

A status is the one value a record currently carries, chosen from the list's defined set (e.g. "Qualified"), and it can be marked "done" to affect the working view. A tag is a free-text label a row can carry several of at once, with no effect on any view — see "Sublists and tags" for details.

What's the difference between a "done" status and a hidden row?#

A "done" status only takes a record out of the "Open" working view — it's still counted by analysis, triggers, the data API and sync. Hiding a row (see "Hiding vs. deleting rows") is stronger: hidden records are skipped everywhere, not just in the working view.

Does setting or managing statuses cost credits?#

No — creating, editing, setting and viewing statuses are all free.

Can I remove a status that records still carry?#

Yes — removing a status from "Manage statuses" makes every record that carried it active again (no status), and the dialog tells you how many records that affects before you save.