Autotask PSA - Custom Status Basics

In waves, beginning in March 2026, Moovila is enabling custom status functionality for Autotask PSA integration users. Before this functionality is available to users, an organization's Autotask PSA integration admin must first update/confirm the mapping between Moovila and Autotask statuses. The video below explains how custom statuses work, and where they can be found in Moovila.

Task Statuses:

• Moovila Task Status Groups: One "Task Status Group" will be created for each Task Category in Autotask. 
  • In Autotask, task statuses are managed through a single, centralized list. Task categories can then be configured to limit which statuses are available for selection within that specific category.
  • The Autotask API does not currently expose information about which statuses are valid for each Task Category. As a result, Moovila can't dynamically restrict the list of statuses based on the selected Task Category. Moovila will, however, create a group for each category for future use when this is available via the Autotask API.
  • If a status is applied to a task that is not permitted for the associated Task Category, the task creation or update will currently still complete as the Autotask API does not enforce the business rules that their UI does.
     
• Status Categories: Moovila's original "out of the box" statuses will now be considered Status Categories. These Status Categories drive business rules in the Critical Path Engine, Percent Complete calculations, resource capacity metrics, etc.
  • Each custom status will be mapped to a Moovila Status Category.
  • Task Status Categories include: Not Started, In Progress, Blocked, Complete, and Cancelled.  The Not Started, In Progress, and Complete categories MUST have a status mapped to them.
  • Many Autotask custom statuses may be associated with a single Moovila Status Category.
    
     
• Each Moovila Status Category will have a default custom status from Autotask. The default for any new status created in Autotask will be the Not Started category for tasks and the Planning category for projects.
• Each Moovila Task Status Group will have its own mapping of task statuses to Status Category.

Task status displays in My Tasks, Project View and at the task detail level. The statuses will be displayed along with the corresponding Moovila Status Category icon. Both the status and the Status Category are available for grouping, sorting, or filtering at the task level.
 
 

Special Considerations for Autotask PSA Custom Statuses:

• Once the customer completes the custom status mapping, the default project and task statuses will be applied to the Enterprise. Any new project or task that is created will get the newly defined statuses and be based on these default Moovila status categories.
• For existing projects, upon next successful sync, the project status and task statuses will be adjusted based on the new configuration and status that is currently set in Autotask. Moving forward, the new custom status can then be applied to that project and associated tasks.
• Grouping Tasks:​

  • Within the Thumbnail view & Kanban board, users cannot drag tasks between DIFFERENT Task Status Groups.​

  • Drag/Drop is not available when grouped by Status Category.
    <<Insert screenshot of Kanban drag + drop>>

• Copying + Pasting Statuses:

  • When attempting to copy a status and to paste it into a DIFFERENT Moovila Project Status Group, the default status for the associated category will be applied. If a status is not available in the pasted group mapped to the same category, the default for the group will be applied.

  • Various Status-Related Defaults:​ Within each Status Group there will be the following defaults:​

    • Default Task Status: This will be the default status applied for the group​

    • Default Status per Category: This will be the defaulted status per category. This will be used for business logic within Moovila.​

      • Example: you have two statuses in Autotask that are considered “Complete.” When you mark a task in Moovila with a percent complete of 100, there is business logic to complete that task. Since there are two statuses with the status category of "Complete," the default status for “Complete” category will be the one used in this scenario.
         

Project Statuses

• One "Project Status Group" will be created to accommodate the singular listing of Autotask project statuses.
• Project Status Categories include: Planning, In Progress, On Hold, Complete, and Cancelled.  The Planning, In Progress and Complete categories MUST have a status mapped to them.
  
   
• Similar logic as Task Statuses apply to project statuses where multiple statuses can be applied to a single category, one default per category will be set, etc.
• Project status displays in the Project Portfolio with both the associated status and Status Category. Both of these options are available for grouping, sorting, or filtering within the Project Portfolio.