Available and Unavailable Statuses – eSUB Fusion

User Personas: Admin | Project Manager

Database items throughout eSUB Fusion, such as Cost Codes, Labor Classes, Keywords and Contacts, can be made available or unavailable as your business needs change. Turning something off retires it from future use without touching the history that already refers to it.

This article explains what those statuses mean and when to use them. The steps for changing a status live in the article for each item type.

Use the links below to jump to a topic:

The Three Kinds of Status in eSUB Fusion
Available Status
Unavailable Status
Why Not Just Delete It?
Active and Deactivated Statuses
Where You Change Availability
FAQ
Permissions

The Three Kinds of Status in eSUB Fusion

The word status is used for three different things in eSUB Fusion. Knowing which one you are looking at avoids a good deal of confusion.

Kind of Status	Applies to	What it controls
	Database items such as Cost Codes, Labor Classes, Keywords and Contacts.	Whether the item can be selected on new work.
	Entities such as users and Crew Members.	Whether the entity is enabled. For a user, whether they can sign in. See Active and Deactivated Statuses.
	Documents such as Purchase Orders, Change Order Requests, Submittals and Pay Applications.	Where a document has reached in its approval lifecycle. These are specific to each document type and are covered in that document's own article.

Available Status

An item that is available is generally available for use or assignment to projects.

An available Cost Code can be assigned to and used on projects
An available Keyword can be tagged onto documents
An available Contact can be selected in document drop-down menus

Any database item that carries the status property follows the same general rule.

Unavailable Status

An item that is unavailable is no longer offered for use or assignment. Historical data related to that item stays intact, but the item cannot be used while it is unavailable.

An unavailable Cost Code can no longer be assigned to or used on projects. Any historical documents or reports containing data for that cost code remain intact
An unavailable Keyword no longer appears as a tagging option. It still appears in analytics and on documents that already used it, but cannot be applied going forward
An unavailable Contact no longer appears in document drop-down menus, but stays on the documents that already reference it

A list containing both available and unavailable items.

Why Not Just Delete It?

Many database items cannot be deleted at all, and that is deliberate. Deleting a cost code that appears on two years of daily reports would leave those reports referring to something that no longer exists, which corrupts the historical record and any report built on it.

Marking an item unavailable achieves what you actually want, which is that nobody uses it again, while keeping every document and report that already depends on it intact and accurate.

Use unavailable as your default for anything you no longer need, and treat deletion as reserved for genuine mistakes such as a duplicate or a typo caught before the item was used anywhere. Unavailable is reversible. Deletion is not.

Active and Deactivated Statuses

Some entities in eSUB Fusion, such as users, display a status of active or deactivated instead. Active generally means the entity is enabled, and deactivated means it is disabled.

An active eSUB Fusion user is enabled and not barred from signing in
A deactivated eSUB Fusion user is disabled and cannot sign in

The principle matches availability: deactivating a user preserves everything they created rather than removing them from the record.

Where You Change Availability

The status toggle sits with the item itself, not in one central screen. Use the article for the item type you are changing.

Item	See
Contacts	Create and Manage Contacts
Cost Codes	Cost Codes Setup
Labor Classes	Labor Rates Setup
Users	Create and Manage Users and Crew Members

Changing the status of a database item is an administrative action. If you cannot see the status toggle on an item, review your permissions with your eSUB Admin.

FAQ

Does making something unavailable change old documents?

No. That is the entire point. Historical documents and reports keep the item exactly as it was recorded, and analytics continue to include it.

Can I make something available again?

Yes. Availability is a reversible toggle, so an item switched off can be switched back on if you need it again.

It was most likely made unavailable, or it was not assigned to that project. Check the item status first, then check the project cost code list.

Who can change a status?

Changing the status of a database item is an administrative action, and some item types have their own Change Status permission. If you cannot see the toggle, review your permissions with your eSUB Admin.

Is this the same as a document status?

No. Documents such as Purchase Orders, Change Order Requests and Pay Applications carry their own workflow statuses that track approval progress. Those are specific to each document type and are covered in that document's article. See The Three Kinds of Status in eSUB Fusion.

Permissions

Permission	What it allows
User Admin - Full User Management	Create and manage Users (anyone who needs a login to eSUB's web and/or mobile app). Granting this also grants Crew Management by default. See Create and Manage Users and Crew Members.
User Admin - Crew Management	Create and manage Crew Members (field workers tracked for labor hours and scheduling). Crew Members are managed in their own Crew Members area and can optionally be given login access (see Crew Basic). Note: this permission is not required to enter time. A User only needs Daily Reports - Create to track crew time.

A user's Available or Unavailable status is set on the user or crew member record, so changing it requires the permission that manages that record type.