Document states play a crucial role in guiding a document through its lifecycle, ensuring each phase is marked by specific, actionable statuses. Here’s a logical order of document states that reflects a typical workflow from creation to completion. ✅
- Draft: The beginning phase where ideas are captured, and initial content is created.
- Created: Signifies the draft is finalized and ready for the next steps in the process.
- Awaiting Information: Requires additional details or information before proceeding.
- Negotiating: Currently in discussions or adjustments with other parties involved.
- To Review: Indicates the document is prepared for initial review by stakeholders or team members.
- Under Review: The document is currently being examined for feedback, accuracy, and compliance.
- Under Legal Review: Undergoing scrutiny to ensure legal compliance and correctness.
- Under Finance Review: Financial aspects of the document are being evaluated.
- Under External Review: Being reviewed by external parties or stakeholders.
- Rejected: The document has been reviewed and not approved for further processing.
- Approved: The document has been reviewed and approved for further processing or finalization.
- Pending Signature: Awaiting signatures from designated parties to authenticate the document.
- Signing: The process of collecting signatures is underway.
- Signed: All necessary signatures have been obtained, making the document officially executed.
- Pending Actions: Highlights that further actions, edits, or decisions are required based on the review.
- Completed: The document has fulfilled its purpose and undergone all necessary steps.
- Active: The document is currently in effect and operational.
- On Hold: Temporarily paused or delayed in its process or execution.
- To Renew: Up for consideration for renewal or extension.
- Renewed: The document’s validity or relevance has been extended.
- To Expire: Indicates the document is approaching its relevance or validity deadline and may require renewal or attention.
- Expired: The document has surpassed its effective period without renewal or completion of its purpose.
- Cancelled: The process or document has been terminated at any stage before reaching its intended conclusion.
This logical flow ensures smooth progress from drafting to finalization, optimizing productivity and ensuring each document achieves its intended purpose efficiently. 🚀