Staying on top of file progress is easier with custom statuses in Pibox. You can create up to 15 different statuses to reflect your team's unique workflow. It is perfect for tracking everything from early drafts to final approvals.
Note: File statuses are available starting from the Team plan.
Getting started: How to access team settings
To create or manage file statuses, you’ll need to head over to the team settings page. There are two ways to get there:
Option 1: From the file status menu
When selecting a file status, click the “+ Add new…” button at the bottom. This will take you directly to the team settings.
Option 2: From profile settings
Click on your profile avatar and select Profile Settings or go through Manage members. Then, navigate to the Settings tab.
You’ll land on the team settings page where you can start customizing statuses.
How to create a new file status
Just click the Add New button, enter a status name (e.g., New File), and hit the check mark to save. Your new file status is now ready to use. You can create a workflow like: In Progress → Needs Feedback → Approved → Archived.
How to personalize statuses
Make statuses work the way your team works. Here's what you can customize:
Rename – Click the pencil icon to edit a status name.
Change Color – Click the pallet icon to assign a color that matches its importance or workflow stage.
Delete – Remove any status by clicking the trash bin icon, then confirm the action.
Reorder – Use the drag handle on the left side to rearrange statuses as you want.
How to set a default file status
Choose the default status assigned to all newly uploaded files. By default, it's set to Not set.
To change it:
Find the Default file status dropdown list.
Choose a status from your list.
How to manage member permissions for file statuses
Admins and team owners can manage how members interact with file statuses under Team settings → the Other tab.
You’ll find two toggle options:
Disable file statuses for members – hides statuses entirely from members.
Members can change file status – if disabled, members can view but not modify statuses.
These settings use toggles: if the switch is blue, the setting is enabled; if it’s gray, the setting is disabled. This option gives you full control over who can update file progress and ensures your workflow stays consistent.