Skip to main content
Version: Current

FAQ: What do document statuses mean?

Document statuses indicate the current stage of a document within its lifecycle or workflow in Zudello. They help you track progress and understand what action (if any) is needed next. While statuses can be customised, here are some common default statuses and their typical meanings:

  • Scanning: The document has been received (uploaded/emailed) and is currently being processed by the extraction pipeline (OCR and data extraction). The document is locked during this stage.
  • User Review: Extraction is complete, but the system requires user attention. This could be due to missing data, low extraction confidence, failed validation rules, or specific workflow configurations. The document is editable.
  • Ready: Extraction and initial enrichment are complete, and the document meets basic validation criteria. It's ready for the next step, often submission for approval. The document is editable.
  • Approval: The document has been submitted and is awaiting action from one or more assigned approvers. The document may or may not be editable depending on workflow configuration.
  • Pending: Often used for Purchase Orders after approval but before being sent to the supplier or fully received/invoiced. The document is typically not editable. Specific statuses like Placed, Partially Received, Received might be used.
  • Processing: The document has completed approvals (if required) and is typically awaiting integration with an external system like an ERP. The document is locked.
  • Unable to Process: An error occurred during integration with an external system (e.g., ERP rejected the transaction). Requires investigation and likely data correction before retrying. The document is usually editable.
  • Completed: The document has successfully completed its primary workflow, including approvals and ERP integration (if applicable). The document is locked and considered finalised in Zudello.
  • Closed: Similar to Completed, often used for documents like Purchase Orders that are fully received and invoiced. The document is locked.
  • Archived: The document has been manually archived by a user. It's hidden from default views but retained for historical purposes. Can often be un-archived.
  • Deleted: The document has been marked for deletion (soft delete). It's hidden from all standard views and typically purged permanently after a set period.

Your organisation's specific workflow might use custom statuses or variations of these. Refer to the Document Statuses guide or contact your administrator for details on your specific configuration.