Node: Set Status
The Set Status node allows you to configure a descriptive text for the workflow instance. This text is displayed in the Last step column in the instance panel, allowing any team member to quickly identify what stage each instance is in — without needing to open the detailed history.
Unlike nodes that wait for an external action, Set Status advances immediately after recording the text, without interrupting the process flow. It is a support node for operational visibility.
When to use
Use the Set Status node whenever you need to increase transparency about the progress of a process. It is especially valuable in workflows that:
- Have multiple long steps — processes with several levels of approval, sequential information collection, or integrations with external systems can take hours or days. Without an updated status, it is difficult to know if an instance is stuck or just waiting.
- Involve multiple responsible parties — when different people monitor the instance panel, the status text avoids repeated questions like "what phase is this in?".
- Need simplified auditing — managers who monitor large volumes of requests get an immediate view of each item's state without opening each instance individually.
- Combine parallel branches — in workflows with splits (multiple simultaneous paths), a well-positioned status before the convergence node (JOIN) clarifies what each branch was doing.
Place the Set Status node immediately before nodes like Approval or Request Form Response. This way, when the instance enters wait mode, the panel will already display the correct message — for example, "Awaiting approval from the finance manager" — making the state visible to the entire team even before any action occurs.
Configuration
The Set Status node configuration is simple and has a single field:
| Field | Required | Description |
|---|---|---|
| Status text | Yes | Descriptive message displayed in the Last step column. Supports variables in the format {{field_name}} to include dynamic instance data. |
Using variables in the status text
You can enrich the status text with real instance information using the {{field_name}} syntax. Available variables correspond to form fields that have already been responded to up to that point in the flow — that is, fields from forms that are part of the nodes preceding Set Status in the workflow sequence.
Example: if the input form has a field called requester, you can write:
Request received from {{requester}}
The instance panel will display something like: Request received from Mary Smith.
If a variable referenced in the text has not yet been filled in the instance (for example, a field from a form that has not yet been responded to), it will be displayed blank. Make sure the Set Status node is positioned after all nodes that collect the data you want to display.
Usage Examples
Below are some status text models for common situations. Adapt the variable names according to the actual fields in your forms.
Recording request entry
Request received on {{submission_date}} by {{requester_email}}
Expected result in the panel: Request received on 06/01/2026 by john@company.com
Use this text right after the form trigger to confirm that the instance was started and identify who submitted it.
Recording approval
Approved by manager on {{approval_date}}
Expected result in the panel: Approved by manager on 06/02/2026
Position this node at the Approved output of the Approval node so that the history clearly shows that the approval step was successfully completed.
Indicating completed export
Data exported to spreadsheet
Fixed text, without variables. Use after export nodes (such as Export to Google Sheets) to record that data was sent to the external system.
Step in progress status (before waiting for action)
Awaiting data completion by {{responsible_email}}
Expected result in the panel: Awaiting data completion by ana@company.com
Position before a Request Follow-Up node to keep the panel informative while the instance is waiting for the responsible party's action.
Status in multi-approval workflow
Step 1 approved — Awaiting director approval
Descriptive text that combines the already achieved result with the next expected step. Very useful in workflows with sequential approval chains.
Behavior
The Set Status node has distinct behavior from other action nodes:
- Immediate advance: as soon as the node is executed, it records the status text and passes control to the next node immediately. There is no wait for a response, approval, or time period.
- Does not interrupt the flow: by advancing instantly, it can be inserted at any point in the workflow without adding latency to the process.
- Updates the panel in real time: the recorded text appears immediately in the Last step column of the instance panel, visible to all users with viewing permission.
- Single output: the node has only one output, as there is no failure condition or path deviation — it always advances normally.
Set Status only updates the text displayed in the Hashdata internal panel. It does not send emails, Slack messages, or any other type of notification. To communicate status changes externally, use the Send Email, Send Slack Message, or Send Teams Message nodes together.
Status accumulation
When a workflow has multiple Set Status nodes throughout the flow, each execution replaces the previous text — but the complete history of all texts defined during the instance's lifetime is recorded and displayed concatenated in the instance detail, separated by |.
Example of accumulated history:
Request received on 06/01/2026 | Awaiting manager approval | Approved by manager on 06/02/2026 | Data exported to spreadsheet
This allows you to reconstruct the instance's trajectory just by reading the status history, without needing to analyze each node individually.
Design your status texts thinking about how they will form a readable timeline when concatenated. Prefer past-tense phrases for completed steps ("Approved on...") and present-progressive or future for ongoing steps ("Awaiting...", "Sending..."). This makes the accumulated history much more informative.
Required Permissions
To add or configure the Set Status node in a workflow, the user needs the "Manage Workflows" permission. Users with only the "View Workflows" permission can view the instance panel and read the status texts, but cannot edit the workflow design.
For more information about permissions, see the section on workflow management.