Customize your workspace's file statuses

Last updated: October 29, 2026

Make your workspace's file statuses match how your studio works: rename them, add your own, give them colors, reorder them and delete the ones you don't use.

Before you start

  • You need to be a workspace admin, or have a custom role with the Manage file statuses permission. Everyone else sees the page but cannot change it.
  • Changes apply to the whole workspace. Read File statuses first for how phases and the automatic statuses work.

Steps

  1. Open Settings and choose File Statuses. Every status is listed under its phase, with how many files hold it and its description. Automatic marks the statuses Layer's rules set.

  2. To rename or describe a status, hover its row, click ... and choose Edit status. Change the Name or the Description and click Save (or press Enter).

  3. To add a status, click + on its phase's header (Add a status to In production, for example). Type a Name and an optional Description, click the icon (Change color) to give it a color of its own, and click Create.

  4. To change the order, hover a row and drag it by the handle on its left. A status stays in its phase; the order is the one the status picker and the filters show.

  5. To delete a status, click ... on its row, choose Delete status, and confirm with Delete status.

Result

Every member sees the new names, colors and order: on tiles, in the viewer, in the status picker and in the filters. A renamed status keeps its files and its history, and an automatic status keeps being set by its rule under its new name. A deleted status can no longer be chosen; the files that hold it keep it until someone sets another.

Colors

A status takes its phase's color unless you give it one: pick Slate, Indigo, Cyan, Green, Yellow, Orange, Pink or Red, or a Custom color by its hex value. To go back to the phase's color, choose it by name, for example In production color. The icon always stays the phase's, so a recolored status still reads as the phase it belongs to.

Production tips

  • Name statuses for your pipeline. Renaming In Review to Art Review, or adding Lead Review and Client Review to the Review phase, puts your sign-off steps on every file.
  • Write the rule in the description. "The art director signs off" under Approved answers who may set it before anyone asks.
  • Color by owner, not by phase. Phases already carry an icon each; spend color on the distinction your team scans for, such as one color per review stage.
  • Think before deleting an automatic status. Deleting Draft, Intermediate, In Review or Published turns off the rule that sets it. Rename it instead if you only want a different name.

If something goes wrong

  • You can see the page but not change it. Your role does not include Manage file statuses. Ask an admin, or see Create a custom role.
  • The name is refused. Another status in the workspace already has it, or it is empty. Pick a different name.
  • A deleted status still shows on files. Deleting does not change files. Filter the library by that status, select the files and set another.

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