Record Status
Status Bar
The status bar visually represents the progress of the record within the workflow. Each status is displayed sequentially, providing a clear indication of its current position and possible transitions.
Current Status: Highlighted in blue, this represents where the record currently stands.
Selectable Status: Outlined in light colors, these indicate options that can be selected to move the record forward.
Non-Selectable Status: Outlined in dark colors, these cannot be selected.
Each status displays its name and the date when the record entered that stage. Hovering over the status name will reveal how long the record has been in that status.
Changing the Status
To update the status, click on the corresponding number above the desired status and confirm the action. The system will handle status updates as follows:
When the investigation moves to Under Review, the system will notify the approvers.
Once Approved, an email notification is sent to the investigation owner and the approvers.
If the investigation is Closed, the system will notify the owner and approver s via email.
If the investigation is Canceled, the system will notify the owner and approvers via email.
The system supports five status options:
Open
At this stage, all required information will be entered. This is the default status for new records and the only point where an investigation can be modified.
Key Details
The delete icon is disabled in any status of the investigation.
The file repository icon is enabled, allowing users to upload, view, and manage files.
Status Progression
The investigation can transition from Open to either Under Review or Canceled.
If the investigation includes Actions, they must be completed before proceeding. If these actions require reviewers, their review is mandatory before moving to Under Review.
Under Review
During this phase, the investigation undergoes review and approval by designated approvers. They are responsible for verifying the accuracy of the information and must provide their approval or rejection through their signature.
Key Details
The delete icon is disabled in any status of the investigation.
The file repository remains accessible, allowing users to view, download, and perform controlled downloads of uploaded files. However, new uploads, edits, or deletions are not permitted.
Status Progression
The investigation can transition to Approved or revert to Open.
To move forward to Approved, all approvers must complete their signatures.
If any approver rejects the investigation or the status is changed back to Open, all existing signatures will be reset when it returns to Under Review.
Notes: A record requires at least (2) two approvers to be approved. If there are more than two, all approvers must sign before the status can change from Under Review to Approved. For more details on approvers, refer to the Approval Management section.
Approved
Once an investigation has been reviewed and officially approved, it cannot return to a previous stage. At this point, all recorded information is considered final and can no longer be modified.
Key Details
The delete icon is disabled in any status of the investigation.
The file repository remains accessible, allowing users to view, download, and perform controlled downloads of uploaded files. However, new uploads, edits, or deletions are not permitted.
Status Progression
The investigation can transition to Closed or Canceled.
Closed
Closing an investigation means that the case has been resolved or a final resolution has been determined, ensuring that no further modifications or actions are required.
Key Details
The delete icon is disabled in any status of the investigation.
The file repository remains accessible, allowing users to view, download, and perform controlled downloads of uploaded files. However, new uploads, edits, or deletions are not permitted.
Status Progression
The investigation can be moved only to Canceled.
Canceled
In this status, the investigation is canceled; however, the record remains preserved as evidence that an investigation was conducted and cannot be deleted.
Key Details
The delete icon is disabled in any status of the investigation.
The file repository remains accessible, allowing users to view, download, and perform controlled downloads of uploaded files. However, new uploads, edits, or deletions are not permitted.
Status Progression
Once an investigation is marked as Canceled, it cannot be reverted or changed to any other status. The status indicator is outlined in red to denote its finality.
Investigations with this status will not display any actions or reviews in applicable dashboards, ensuring that only active records remain visible.
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