Overview

The Document Status Flow shows the current stage of a document as it progresses through the system. It helps users understand whether a document is still being prepared, awaiting action, completed, or no longer active.

Each document is assigned a status that is automatically updated based on user actions or system processes.

Purpose

The Document Status Flow helps users to:

• Track the current state of a document.
• Understand what actions can be performed next.
• Prevent unauthorized or invalid modifications.
• Improve visibility throughout the document lifecycle.
• Maintain consistency in business processes.

How the Status Flow Works

1. A new document is created.
2. The system assigns an initial status.
3. As users perform actions (such as saving, editing, approving, posting, or closing), the document status changes according to the workflow.
4. The current status is displayed whenever the document is viewed.
5. Once the document reaches its final stage, further actions may be restricted based on user permissions and system rules.

Viewing Document Status

Users can view the document status:

• In the document list or grid.
• On the document details page.
• While opening or editing a document.

The displayed status reflects the document's current stage in the workflow.

Status Transitions

The system updates document status automatically when valid workflow actions are completed.

Typical status changes occur when users:

• Create a document.
• Save changes.
• Submit the document for the next stage.
• Approve or complete the document.
• Cancel or close the document (where applicable).

Only valid workflow transitions are allowed.

Benefits of Document Status Flow

• Provides clear visibility into document progress.
• Reduces confusion about the current state of a document.
• Ensures documents follow the defined business process.
• Helps users identify pending and completed work.
• Supports auditability by recording document progression.

Best Practices

• Always verify document information before moving it to the next stage.
• Review the current status before making changes.
• Complete required actions in the correct sequence.
• Ensure you have the necessary permissions before performing status-changing actions.
• Use the document list to quickly identify documents based on their current status.

Outcome

The Document Status Flow provides a structured way to manage documents throughout their lifecycle, ensuring that each document follows the appropriate business process while giving users clear visibility into its current stage.