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Document statuses explained

All twelve document statuses, what each one means, and when it applies: from Draft through review and approval to Archived.

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The Status column tells you where a document sits in its lifecycle at a glance. Here is every status and when it applies.

The status list

Status	When it applies
Draft	The author is still working on it. Not ready for anyone else yet.
Pending Review	Submitted and waiting for a reviewer to pick it up.
Changes Requested	A reviewer sent it back with changes to make.
Revised	The author uploaded a new revision that answers the requested changes.
Reviewed	The review is done. It has not been through approval yet.
Pending Approval	Waiting on an approver to make the call.
Approved	Signed off and ready to use.
Approved with Comments	Signed off, with comments to carry into the next revision.
Rejected	Turned down. It needs rework before it goes anywhere.
Superseded	A newer revision is now current. Kept readable for the record.
Archived	No longer active on the project. Kept for the record.
On Hold	Paused. No action is expected until someone takes it off hold.

How a document usually moves

A typical path: Draft, then Pending Review, then Reviewed, then Pending Approval, then Approved. Changes Requested and Revised sit in the loop when a reviewer sends work back. Superseded, Archived, and On Hold are the parking statuses: they take a document out of play without deleting anything.

screenshots/documents/document-statuses-explained/status-pills.png

Statuses render as pills in the register, so the column reads at a glance.

Some statuses are set by hand and some by actions. Approving a document in a review sets it to Approved for you, and setting a new revision as current marks the old one Superseded.

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