The States view

The state indicates the current or future presence (whereabouts) of a user. The state can be used when changing the current state or setting reservations.

The presence is indicated by colour and a descriptive text. When shown in the various Totalview clients it is easy to get an overview of users’ presence by looking at their different icon colours.

When defining the state, it is also possible to set up rules that must be followed when using the state. You can also choose in which client types the state can be activated.


Example of the state setup screen is shown below:

Functions menu

Additional functions in this view are:

Activate state
This function activate a deactivated state and moves it back to this list. A state can only be activated when deactivated states are viewed
Deactivate state
This function adds the state to the list of deactivate states and disables it in the clients
View active states
Shows active states
View deactivated states
Shows deactivated states

When creating a new state, the user is prompted to verify if a corresponding template should be created. There is a close relationship between states and templates where each template has a reference to the state and uses the state data when the template is selected.

State details

The id is used throughout the system to identify the state. The id must be unique within the defined states and templates
The caption is a user friendly name for the state. The caption is shown instead of the ID when users uses a state, e.g. in the clients
A description of the state. Mainly used in the Admin module to clarify what the state is used for
The colour used when listing the state
Public state
The alias state to show when user states are shared across department boundaries. Use the alias to hide a specific state behind a more general state, e.g. hide Sick behind Unavailable.
Published state
The alias state to use when user states are shared outside of the company. Use the alias to hide a specific state behind a more general state, e.g. hide Sick behind Unavailable.
Active in
Select if the state can be used from Clients, Switchboard, SMS, Smart Clients and/or in Doorway Clients. If not activated, the state cannot be selected in the respective interface

Explanatory text

Show state’s caption instead of first line of text If selected, the state’s name is show in the Text column in the user list, instead of the normal first line of the description text. In the example below, the Lunch is the states name and the actual description can be seen in the State box when the user is selected
Text is required
When selected the user is required to enter some descriptive text when activating this state
Text is hidden When selected only the owner of a appointment using this state can see the descriptive text. All other users see the caption of the state, e.g. Busy, instead of the descriptive text.

State behaviour

State Class The states can be grouped into four different classes. Free, Tentative, Busy and OutOfOffice. If Totalview calendar synchronization is enabled, then appointments that are based on states with class Busy and OutOfOffice will be synchronized
State validity
If reset at midnight is enabled, then state validity determines how the users’ current state is reset

  • Valid for one day. The current state of the user is reset. Typical examples are In and Home.If the “Reset to beginning” is set, the length is set to one minute, otherwise the end is set to midnight.
    N.B. Even if the Endtype of the current state is set to Actual or Expected, the “Reset to beginning” is controlling the length of the reset current state.
  • Valid until expected end. If expected end is expired, then the current state is reset. Typical examples are Vacation and Busy over several days
  • Valid until another state. The current state is not reset. Typical example is Sick
Ending time When using this state, ending time determines if and how ending time is set

  • No ending time. Ending time is not required and cannot be set
  • Ending time same day. Ending time must be set and must end within the same day
  • Ending time required. Ending time must be set
Allow this state for reservations If enabled the state can be used for reservations. It might e.g not be useful to be able to create a Sick reservation
Allow this state for current If disabled, it is not possible to use this state in Change State. Disabled states are still visible from the state filter. This checkbox can be useful with states such as in Not_registrered.
Allow reservations to be activated If enabled, then current states using this state allow reservations to be activated. If not, current state blocks reservations. This is helpful when a user is unavailable, e.g. sick, but has appointments. If reservations where allowed to be activated then the users presence would be wrong. This setting is typically deactivated for states like sick and vacation.
The rule can be overridden by states listed in the Activation overrides list.
Allow this state to be used in Totalview Time If enabled the state can be used in Totalview Time when modifying current or adding new registrations. Default is true.
Hide mobile state If enabled the mobile state is not visible in Totalview, in case the current state of the owner of the mobile phone is set to this state.
Reset to beginning When resetting states at midnight, this setting control what length is set for the reset state. If set and the reset states State validity is Valid for one day, then the length of the state is set to one minute.

This is mainly used when users’ states are used for further processing like payment. In these cases you might not want forgotten states – like In – to count until midnight. By setting them to the length of 1 minute, the length can be corrected at a later stage.

Call statistics settings Group this state as Idle or Busy when show in the call statistics settings.


Do not promote If checked a reservation with this state will not be promoted to current status.
Show until end time
Normally a reservation is removed from the calendar when it is promoted to a state. Reservations with “Show until end time” are displayed until their end is reached.

Activation overrides

Activation overrides If the “Allow reservations to be activated” is not set then activation can be allowed for states listed in Activation overrides.


Last edited on February 5th, 2020