Document States
All document states and what each tab in the document list shows
State Reference
| State | Description |
|---|---|
| Draft | Uploaded but not yet submitted for processing |
| Processing | Fields being extracted or awaiting manual correction |
| Pending Approval | Routed to one or more approvers |
| Approved | All approval steps completed successfully |
| Rejected | Rejected by an approver; returned to submitter |
| Rejected for Verification | Flagged for manual review before re-submission |
| Exported | Sent to an external accounting system |
| Bank Export | Included in a payment export batch |
| Pending Removal | Scheduled for archival or deletion |
| Published | Finalised and visible in the archive |
Document List Tabs
Navigate to Documents to access the tabbed view:
All
Shows every document you have access to, regardless of state. Use the State filter to narrow results.
Approvals
Shows documents currently awaiting your approval action. This is your primary work queue as an approver.
Export
Shows documents in Approved state that are ready to be exported to an accounting system. Accountants work primarily in this tab.
Rejected for Verification
Documents that were flagged during processing or approval for additional manual review. Requires correction and re-submission.
Bank Export
Documents included in the current or recent payment export batches.
Pending Removal
Documents that have been requested for removal but not yet permanently deleted or archived. See Pending Removal.
Published
The final archive of all fully processed, exported, and closed documents.
State Transitions
Draft → Processing → Pending Approval → Approved → Exported → Published
↓
Rejected → Processing (re-submitted)
↓
Rejected for Verification → ProcessingAn Administrator can move a document backwards in the state flow if needed (e.g., from Approved back to Pending Approval for re-review).