Interpret statuses, ownership, and completion
Use consistent meanings for draft, submitted, returned, approved, posted, paid, reconciled, filed, published, fulfilled, and archived.
Who can do this
All organization admins and process owners
Primary route
/dashboard
Last verified
4 August 2026
01
Work states
Draft is editable; submitted requests review; returned needs correction; approved authorizes the next controlled step; rejected ends the proposal unless resubmitted.
02
Finance states
Posted means ledger impact exists. Paid means cash settlement was recorded. Reconciled means bank movement and books are matched. Closed means the period is controlled against later change.
03
External completion states
Sent, published, fulfilled, and filed require confirmation from the destination or provider. A local request or queued job is not completion.
04
Record-retention states
Inactive stops current use; archived removes a record from everyday views while preserving history; deleted may remove it. Prefer inactive or archived for business records with evidence.
05
Separate preparer, reviewer, and owner
The preparer assembles facts, the reviewer validates them, the approver authorizes the action, and the process owner confirms final completion and exception handling.
Troubleshooting
- A status label is unfamiliar: open the record history and supported actions before changing it.
- Local and provider states disagree: preserve both references and investigate the most recent transition.
- A completed item reopens: inspect the triggering event, later correction, or failed downstream action.