Create, Publish & Manage Status Reports

Status reports in smenso let you document the current state of a project and make developments transparent over time. You can create reports from scratch, start from a template, or copy the last report as a basis.

Creating a Status Report

You'll find status reports in the Status area of a project. There are two ways to create a new report:

Option 1: Via the "New" Menu

1. Click New in the top right of the Status area.
2. Select New Status to create a blank status report, or use Copy Last Status to use the previous report as a basis.
3. Under Browse Templates you'll find additional status report templates that you can apply and then customize.

Option 2: From an Existing Status Report

If you have an existing status report open, you can create a new report directly via the New Status button.

Filling in the Content

A status report contains the following fields by default. Not all fields need to be filled in – focus on the information that is relevant to your project team:

• Title – Name of the status report.
• Overall status – Traffic-light rating (green/yellow/red) for the overall state of the project.
• Schedule status – Rates whether the project is on track in terms of timeline.
• Cost status – Rates the cost situation of the project.
• Objectives status – Rates whether the project goals are being met.
• Progress level – Percentage of project completion.
• Explanations of the status – Free text for background information and reasoning.
• Next steps – Free text for planned actions.
• Attachments – Upload files or link from OneDrive/SharePoint.
• Labels & Flavors – Additional fields for structured information.

Progress

The progress value is optional and is recorded visually using a progress bar that you can move with the mouse. If the value is 0, you do not need to actively set the bar.

The progress bar also provides an automatic suggestion, which is calculated based on tasks in the project. In the simplest default case, all open and completed tasks in the project are taken into account.

In addition, a filter can be stored in the status settings that controls which tasks are considered “relevant” for the percentage calculation. In this case, only these relevant tasks are used for the suggestion based on their completion status.

For example, the filter can include tasks that have a specific Flavor value (e.g., flavor("ART")=="Termin") or match a specific Label.

Status Date and Publication Date

Status reports have two date fields with different meanings:

The status date indicates which time period the report covers. You can set it freely – including retroactively or in advance. If you don't set a date, the current date is suggested automatically.

The publication date is set automatically by smenso when you release the report via Publish. It documents the actual moment of publication and cannot be changed manually.

Using Labels & Flavors in Text Fields

You can insert flavors into the text fields of a status report (e.g. Explanations of the status) that are defined in the project's master data. This way, current project values are automatically pulled into the report.

1. Click Insert Label/Flavor in the editor.
2. The flavors and labels available in the project's master data are shown for selection.
3. Select the desired entries.

Attachments in Status Reports

You can upload files directly or link them from OneDrive/SharePoint. Attachments are also collected in the Files tab of the project.

For details (incl. limits, permissions & troubleshooting) see the article Attachments in Status Reports.

Labels & Flavors for the Status Report

In addition to the standard fields, you can extend the status report with custom flavors and flavor groups – e.g. for additional ratings or structured information.

1. Create a new status report draft.
2. Show the Flavors section. 
   
    
   
    
3. Add any flavors or flavor groups. 
   
   

Customizations can be saved directly as a status report template to ensure a consistent structure for future reports.

Special Flavor Type "Status"

If the predefined status fields (overall status, schedule status, cost status, objectives status) are not sufficient, you can add custom status flavors. This flavor type works like a selection field but includes a built-in traffic-light function. The names of the status values are freely definable, and the colors can be adjusted via the color dot – including custom hex colors via the # button.

For setup, types, and best practices see the section Labels and Flavors.

Display Status Flavors in Portfolio Views

Status flavors can be displayed as additional columns in portfolio views. To do this, the flavor must be assigned the context Status Reports:

1. Open the flavor configuration.
2. Under Context, select the option Status Reports.

After assigning the context, the portfolio list can display the flavor's content. Status flavors are listed in a separate category when adding them as a column and are marked with an "(S)".

Save as Draft & Publish

Save as Draft

While you're still working on a status report, you can save it at any time via Save as Draft – e.g. to gather feedback or add attachments later. Drafts are visible to all project members.

Publish

When the report is ready, release it via Publish. From this point on it is official and will be reflected in the project's status widgets.

Copy a Status Report

If you want to quickly build on the last report, copy it:

• When creating: Select Copy Last Status.
• From an existing report: Select Copy Status via the three-dot menu.

This way you take over the structure and text and only adjust the changes.

Status Report Templates

With status report templates you can create recurring content more quickly. For instructions and details see the article Status Report Templates (in the Templates section).

After Publication

Request an Update

Any project member can request an update via the Current Status widget. The project owner will then automatically receive an email notification asking them to create a new status report.

Comments

Published status reports can be commented on. Open the desired report under Past Status Reports, write your comment in the Comment field, and click Send.

FAQ & Troubleshooting

What is the difference between the status date and the publication date?

See the section Status Date and Publication Date above.

Why can't I edit published status reports?

Published status reports are locked to keep the status history traceable. Create a new report or copy the last one and make your changes there.

I don't see an attachment option / menus are missing – what should I do?

1. Save the report at least once as a draft.
2. Reload the page if needed.
3. Check whether you have the required permissions.

For attachment-specific issues see Attachments in Status Reports.

Who can create status reports?

All members in the project can create status reports.