Item Statuses overview – Similar but different from Auction Statuses
As a quick reminder, both Auctions and the Items within an Auction follow a set status structure that defines their configurability and visibility. For Items, Status refers to two distinct structures:
Item Status
Selling Status
There are 9 distinct Item Statuses in the Webtron Dashboard, with each status controlling three key variables:
Editable (🟢 = Yes, 🔴 = No)
Visibility on your Portal (🟢 = Visible, 🔴 = Hidden)
Open for Bidding/Purchase (🟢 = Open, 🔴 = Closed)
The 9 Item Statuses in the Webtron Dashboard are:
Draft
Editable – 🟢
Visibility on your Portal – 🔴
Open for Bidding/Purchase – 🔴
Preview
Editable – 🟢
Visibility on your Portal – 🔴
Open for Bidding/Purchase – 🔴
Live
Editable – 🔴
Visibility on your Portal – 🟢
Open for Bidding/Purchase – 🟢
Closed
Editable – 🟠 – Items in Closed Status can be Drafted and Edited but we do not recommend doing this (see below).
Visibility on your Portal – 🟠 – Closed Items will remain visible until the entire Item List for that Auction closes.
Open for Bidding/Purchase – 🔴
Suspended
Editable – 🔴
Visibility on your Portal – 🟠 – Hidden by default but can be shown via the Make Visible actions
Open for Bidding/Purchase – 🔴
Withdrawn
Editable – 🔴
Visibility on your Portal – 🟠 – Hidden by default but can be shown via the Make Visible action
Open for Bidding/Purchase – 🔴
Reconciled
Editable – 🔴
Visibility on your Portal – 🟠 – Visible only if Past Auctions is enabled, Make Visible and Hide actions unavailable for Items in Reconciled status.
Open for Bidding/Purchase – 🔴
Archived
Editable – 🔴
Visibility on your Portal – 🟠 – Visible only if Past Auctions is enabled, Make Visible and Hide actions unavailable for Items in Archived status.
Open for Bidding/Purchase – 🔴
Deleted – Deleted is not an official status, as Deleted Items are not visible within the Dashboard or your Portal.
Editing Closed Lots Warning – Whilst Items in Closed status can be moved back to Draft status and edited, we do not recommend doing this. In order to apply and save any changes the End Time must be pushed forward which, upon Save, will re-open those Items for Bidding/Purchase. If you are considering Drafting Items in Closed Status, contact us at support@webtronoa.comimmediately.
There are 4 distinct Selling Statuses in the Webtron Dashboard, with each status indicating whether an Item will or won’t Sell or has/hasn’t Sold. The 4 Selling Statuses in the Webtron Dashboard are:
Not Selling – This Item has either:
Not received any Bids, or
Not met it’s set Reserve amount, or
Not been purchased yet
Selling – This Item has:
Received at least one Bid, or
Met it’s set Reserve amount
Unsold – This Item has closed and:
Not received any Bids, or
Not met it’s set Reserve amount, or
Not Purchased or had an Offer approved
Sold – This Item has closed and:
Received at least one Bid, or
Met it’s set Reserve amount, or
Purchased or had an Offer Approved
Actions overview – Status Workflow controls
Changing Item statuses is controlled by what we call Actions. These Actions control what Status an Item will be moved to, as well as some secondary actions. We’ll list of each of the Actions below (in order of appearance in the Item List menu):
Draft (Action)
Purpose – the Draft action is used to pull Items back into an Editable state, enabling Items to be modified via Per-Item Edit or Bulk Edit.
Secondary Action – Items in Draft status are hidden from your Portal
Bulk Edit (Action)
Purpose – the Bulk Edit action is used to move selected Items into the Bulk Edit menu, from which Item Details can be modified and saved.
Delete (Action)
Purpose – the Delete action is used to completely remove Items in Withdrawn status. Delete will permanently remove the selected Items from the Dashboard, proceed with caution.
Validate (Action)
Purpose – the Validate action is used to move Items from Draft to Preview status. Validate will check the Item for any errors move the Item to Preview status.
Approve (Action)
Purpose – the Approve action is used to move Items from Preview and Suspended statuses to Live status. When in Live status, Items can be visible and biddable/purchasable on your Portal.
Suspend (Action)
Purpose – the Suspend action is used to move Items to Suspended status. Suspend is also available in the Bid Table, as Suspended status’ primary function is to enable the Cancel Bid and Disable Auto Bid actions.
Secondary Action – Suspended Items are hidden by default but can be made visible on your Portal, but when in Suspended the Item will not display any Bid or Purchase buttons.
Withdraw (Action)
Purpose – the Withdraw action is used to move Items to Withdrawn status. Withdrawn status’ primary purpose is to pull an Item that is no longer available from the Auction.
Reinstate (Action)
Purpose – the Reinstate action is used to move Items back from Withdrawn status to Draft status and can only be applied to Items in Withdrawn status.
Make Visible (Action)
Purpose – the Make Visible action works in concert with the Hide action. If Items have been hidden via the Hide action, Make Visible will unhide those Items and show them on your Portal again.
Secondary Action – Make Visible can only be applied to Items in Live, Suspended or Withdrawn status. Make Visible has no affect on Items in Draft or Preview status.
Hide (Action)
Purpose – the Hide action enables you to manually hide selected Items from your Portal.
Hide Action Context – Remember, Items in Draft and Preview status are hidden from your Portal by default. The Hide action can and should only be used on Items in Live status. Refer to the colour shading of the Status column if you’re not sure if an Item is or can be visible on your Portal.
Show in Bid Table (Action)
Purpose – the Show in Bid Table action will open the Bid Table and filter the Bid Table to show only the Items you selected.
Please Note – Show in Bid Table will only work if you are using the legacy Bid Table.
Rules for moving between statuses – Status Workflows Explained
First we’ll establish some ground rules when it comes to changing Item statuses, there is a particular order to follow and there are some Item statuses that can be leapfrogged, and some that can’t, we call these Status Workflows.
We’ll break each Status Workflow down into a 3-step structure:
Status > Action > Status
For example, moving an Item from Live to Draft follows this Workflow:
Live (Status) > Draft (Action) > Draft (Status)
The first Status will be the starting Status of that Item, the Action will be the button you need to press that will then move that Item from it’s starting Status to it’s next Status.
Status Workflows – Per-Item Actions vs Bulk Actions
The Item List contains two sets of Actions that can be applied to individual Items (Per-Item Actions) or to multiple selected Items (Bulk Actions).
Per-Item Actions
Per-Item Actions are found inside the Item List table, under the Actions column:
The Action buttons found within each Item Row are contextual, certain unique Actions will appear or be hidden based on the current Status of that Item. We’ll break down the unique Actions for each Item Status below:
Draft (Status)
Edit (Action) – Opens this Item in the Per-Item Edit menu
Withdraw (Action) – Moves this Item from Draft to Withdrawn status
Preview (Status)
Approve (Action) – Moves this Item from Preview to Live status
Reject (Action) – Moves this Item back from Preview to Draft status
Edit (Action) – Opens this Item in the Per-Item Edit menu
Withdraw (Action) – Moves this Item from Preview to Withdrawn status
Live (Status)
Draft (Action) – Moves this Item back from Live to Draft status
Suspend (Action) – Moves this Item from Live to Suspended status
Withdraw (Action) – Moves this Item from Live to Withdrawn status
Suspended (Status)
Draft (Action) – Moves this Item from Suspended to Draft status
Approve (Action) – Moves this Item back from Suspended to Live status
Withdraw (Action) – Moves this Item from Suspended to Withdrawn status
Withdrawn (Status)
Reinstate (Action) – Moves this Item back from Withdrawn to Draft status
Evict, Bid Table and Offer Table appear regardless of Item Status and are considered Universal Actions:
Evict (Action) – Clears and Rebuilds that Item’s server cache
Bid Table (Action) – Opens this Item in the Bid Table for that Auction
Offer Table (Action) – Opens this Item in the Offer Table for that Auction
Evict Restrictions – Evict is restricted to Webtron Admin Tier 5 access. Using Evict will force-reload selected Items on your Portal and should only be used if you or your Bidders are encountering an error when trying to open the Item Details page on your Portal. Contact us at support@webtronoa.com before using Evict.
Bulk Actions
Bulk Actions are found above the Item List table, appearing as a row of grey buttons:
These Bulk Actions appear regardless of Item Status and are used to apply an Action to multiple selected Items:
We’ll break down each Bulk Actions below and what Statuses these Actions can be applied to:
Status Workflows for All Item Statuses
One last thing before we get into the steps of moving between Draft, Preview and Live, the following are the Status Workflow Rules for Items, basically what direction an Item can move between statuses, and which ones it can’t.
We’ll start with the valid Status Workflows and break it down by Status:
Draft (Item Status) – Status Workflows
Items in Draft status can be moved in one of three Workflow directions:
Items in Live status can be moved in one of three Workflow directions:
Live to Draft – Live (Status) > Draft (Action) > Draft (Status)
Live to Suspended – Live (Status) > Suspend (Action) > Suspended (Status)
Live to Withdrawn – Live (Status) > Withdraw (Action) > Withdrawn (Status)
Closed (Item Status) – Status Workflows
Closed is an Item Status that cannot be directly actioned via the Item List. Items will move into Closed status automatically upon reaching their set End Time. Items can be moved out of Closed status, but only the End Time passing will move an Item to Closed status.
Items in Closed status can be moved in one of two Workflow direction, but we do not recommend the first:
Closed to Draft – Closed (Status) > Draft (Action) > Draft (Status) (Do not do this)
*Contingent on End Time – Items in Withdrawn status can only be moved to Reconciled status after passing their set End Time.
Reconciled (Item Status) – Status Workflows
Reconciled is an Item Status that cannot be actioned via the Item List. For Timed Auctions, moving an Item to Reconciled status is applied by an Auction-level Action:
Similar to Reconciled status, Archived Status cannot be actioned via the Item List. For Timed Auctions, moving an Item to Archived status is applied by an Auction-level Action:
Draft, Preview and Suspended to Reconciled – Not possible, Items in Draft, Preview or Suspended status will prevent your Auction from completing Reconciliation. To prevent issues Reconciling your Timed Auction and Items, move any leftover Items in Draft, Preview or Suspended to Withdrawn status.
Live to Preview – Not possible, Items cannot be returned from Live to Preview. If you need to make edits to an Item in Live status, it must be moved back to Draft status:
Live to Draft – Live (Status) > Draft (Action) > Draft (Status)
Suspended to Preview – Not possible, Items in Suspended status can only be returned to Draft or Live status.
Withdrawn to Reconciled – Withdrawn Items can be moved to Reconciliation status but only after passing their set End Time. It is not possible to Reconcile a Timed Auction before the set End Time for the Auction and any Items within it.
Withdrawn to Preview, Live or Suspended – Not possible, Items in Withdrawn status can be moved back to Draft status only, using the Reinstate action.
Reconciled to Draft, Preview, Live, Closed, Suspended, or Withdrawn – Not possible, Items in Reconciliation status cannot be returned to any previous status, Reconciliation status is permanent.
Archived to Draft, Preview, Live, Closed, Suspended, Withdrawn, or Reconciled – Not possible, Items in Archived status cannot be returned to any previous status, Archived status is permanent.
Changing Lot and Listing Statuses Explained
Item Statuses overview – Similar but different from Auction Statuses
As a quick reminder, both Auctions and the Items within an Auction follow a set status structure that defines their configurability and visibility. For Items, Status refers to two distinct structures:
There are 9 distinct Item Statuses in the Webtron Dashboard, with each status controlling three key variables:
The 9 Item Statuses in the Webtron Dashboard are:
Editing Closed Lots Warning – Whilst Items in Closed status can be moved back to Draft status and edited, we do not recommend doing this. In order to apply and save any changes the End Time must be pushed forward which, upon Save, will re-open those Items for Bidding/Purchase. If you are considering Drafting Items in Closed Status, contact us at support@webtronoa.com immediately.
There are 4 distinct Selling Statuses in the Webtron Dashboard, with each status indicating whether an Item will or won’t Sell or has/hasn’t Sold. The 4 Selling Statuses in the Webtron Dashboard are:
Actions overview – Status Workflow controls
Changing Item statuses is controlled by what we call Actions. These Actions control what Status an Item will be moved to, as well as some secondary actions. We’ll list of each of the Actions below (in order of appearance in the Item List menu):
Hide Action Context – Remember, Items in Draft and Preview status are hidden from your Portal by default. The Hide action can and should only be used on Items in Live status. Refer to the colour shading of the Status column if you’re not sure if an Item is or can be visible on your Portal.
Rules for moving between statuses – Status Workflows Explained
First we’ll establish some ground rules when it comes to changing Item statuses, there is a particular order to follow and there are some Item statuses that can be leapfrogged, and some that can’t, we call these Status Workflows.
We’ll break each Status Workflow down into a 3-step structure:
Status > Action > Status
For example, moving an Item from Live to Draft follows this Workflow:
Live (Status) > Draft (Action) > Draft (Status)
The first Status will be the starting Status of that Item, the Action will be the button you need to press that will then move that Item from it’s starting Status to it’s next Status.
Status Workflows – Per-Item Actions vs Bulk Actions
The Item List contains two sets of Actions that can be applied to individual Items (Per-Item Actions) or to multiple selected Items (Bulk Actions).
Per-Item Actions
Per-Item Actions are found inside the Item List table, under the Actions column:
The Action buttons found within each Item Row are contextual, certain unique Actions will appear or be hidden based on the current Status of that Item. We’ll break down the unique Actions for each Item Status below:
Evict, Bid Table and Offer Table appear regardless of Item Status and are considered Universal Actions:
Evict Restrictions – Evict is restricted to Webtron Admin Tier 5 access. Using Evict will force-reload selected Items on your Portal and should only be used if you or your Bidders are encountering an error when trying to open the Item Details page on your Portal. Contact us at support@webtronoa.com before using Evict.
Bulk Actions
Bulk Actions are found above the Item List table, appearing as a row of grey buttons:
These Bulk Actions appear regardless of Item Status and are used to apply an Action to multiple selected Items:
We’ll break down each Bulk Actions below and what Statuses these Actions can be applied to:
Status Workflows for All Item Statuses
One last thing before we get into the steps of moving between Draft, Preview and Live, the following are the Status Workflow Rules for Items, basically what direction an Item can move between statuses, and which ones it can’t.
We’ll start with the valid Status Workflows and break it down by Status:
Draft (Item Status) – Status Workflows
Items in Draft status can be moved in one of three Workflow directions:
Preview (Item Status) – Status Workflows
Items in Preview status can be moved in one of four Workflow directions:
Live (Item Status) – Status Workflows
Items in Live status can be moved in one of three Workflow directions:
Closed (Item Status) – Status Workflows
Closed is an Item Status that cannot be directly actioned via the Item List. Items will move into Closed status automatically upon reaching their set End Time. Items can be moved out of Closed status, but only the End Time passing will move an Item to Closed status.
Items in Closed status can be moved in one of two Workflow direction, but we do not recommend the first:
Suspended (Item Status) – Status Workflows
Items in Suspended status can be moved in one of three Workflow directions:
Withdrawn (Item Status) – Status Workflows
Items in Withdrawn status can be moved in one of two Workflow directions:
*Contingent on End Time – Items in Withdrawn status can only be moved to Reconciled status after passing their set End Time.
Reconciled (Item Status) – Status Workflows
Reconciled is an Item Status that cannot be actioned via the Item List. For Timed Auctions, moving an Item to Reconciled status is applied by an Auction-level Action:
Archived (Item Status) – Status Workflows
Similar to Reconciled status, Archived Status cannot be actioned via the Item List. For Timed Auctions, moving an Item to Archived status is applied by an Auction-level Action:
Deleted – Status Workflow
Deleted is not a status in the strictest sense, more of an act. To prevent accidental deletions, all Items must be moved to Withdrawn status first:
Status Workflows – Invalid Workflows
There are some Workflows where Items in a particular Status cannot be directly moved to another, these are list below: