Record Status
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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.
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 document moves to Under Review, the system will notify the approvers.
Once Approved, an email notification is sent to the document owner and the approvers.
If the document is Effective, the system will notify the owner and approver s via email.
If the document is Obsoleted, the system will notify the owner and approvers via email.
The system supports six status options:
At this stage, all required information will be entered. This is the default status for new records and the only point where a document can be modified.
Key Details
Status Progression
The document can transition from Open to either Under Review or Obsoleted, but the status cannot be changed until the record is saved.
During this phase, the document 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
Status Progression
The document can transition to Approved or revert to Open.
To move forward to Approved, all approvers must complete their signatures.
If any approver rejects the document or the status is changed back to Open, all existing signatures will be reset when it returns to Under Review.
Once a document 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
Status Progression
The document can transition to Effective or Obsoleted.
Marking a document as Effective signifies that it is finalized, approved, and ready for use. This status ensures that all relevant personnel have been trained and that no further modifications are needed.
Key Details
Status Progression
The document can be moved only to Obsoleted.
When a document is marked as Obsoleted, it is no longer in use or has been replaced by a new version. While it remains accessible for reference, no further modifications can be made, ensuring that historical records are preserved.
Key Details
Status Progression
Once a document is marked as Obsoleted, it cannot be reverted or changed to any other status. The status indicator is outlined in red to denote its finality.
Key Details
Status Progression
The document in this status can only be moved to the Open status to start the cycle.
The icon is active, allowing removal if necessary.
The icon is enabled, allowing users to upload, view, and manage files.
The icon is disabled in this status.
The remains accessible, allowing users to view, download, and perform controlled downloads of uploaded files. However, new uploads, edits, or deletions are not permitted.
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 section.
The icon is disabled in this status.
The remains accessible, allowing users to view, download, and perform controlled downloads of uploaded files. However, new uploads, edits, or deletions are not permitted.
The icon is disabled in this status.
The remains accessible, allowing users to view, download, and perform controlled downloads of uploaded files. However, new uploads, edits, or deletions are not permitted.
The icon is active, allowing removal if necessary.
The remains accessible, allowing users to view, download, and perform controlled downloads of uploaded files. However, new uploads, edits, or deletions are not permitted.
To create a duplicate of the document, click the icon. This action generates a new record containing the same information as the original, except for record dates and audit trails. The duplicated document will have a status of Duplicated, allowing users to edit the record as needed. To save changes and proceed with the document workflow, the status must be changed to Open.
The icon is active, allowing removal if necessary.
The icon is enabled, allowing users to upload, view, and manage files.
