When you add a format such as a picture to a story or appointment this means "Picture requested".
You can easily set the format's status to one of the following statuses:
To do this just click on the format icon. A layer containing this list of statuses opens and you can select the status you need.
For all statuses other than "Requested" a small add-on to the format icon indicates the new format's status.
Starting in summer 2012 we will work together with our clients on receiving status information back from their editorial and content management systems so that at least some of these statuses can be set automatically. Please contact us at support [at] desk-net.com. if this is of interest to you.