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Understanding Common Document Statuses

Documents in Zudello progress through various Statuses representing their stage in a workflow. While statuses can be customized, understanding the common defaults provides insight into the document lifecycle.

Typical Status Flow & Meaning:

  1. Scanning:

    • Trigger: Document uploaded/emailed.
    • Meaning: System is performing OCR and extracting data. Document is locked.
    • Next: Moves to User Review or Ready (or potentially Unsupported/Duplicate).

  2. User Review:

    • Trigger: Extraction completed, but potential issues found (validation errors, missing links, low confidence).
    • Meaning: Requires manual user intervention. Document is editable.
    • Next: User corrects data and clicks Validate (if applicable) or Save and Submit. Often moves to Ready or Processing.

  3. Ready:

    • Trigger: Extraction completed successfully, basic validations passed.
    • Meaning: Document is ready for final coding and submission. Document is editable.
    • Next: User completes coding and clicks Save and Submit. Moves to Processing.

  4. Processing:

    • Trigger: User clicks Save and Submit.
    • Meaning: System is running background automations (Sentences) to determine the next step (e.g., checking approval rules). Document is locked.
    • Next: Moves to Approval (if rules require it) or potentially directly to Completed/Processing (ERP).

  5. Approval:

    • Trigger: Automation Sentence initiates an approval step.
    • Meaning: Awaiting action from assigned approver(s). Editability depends on milestone configuration.
    • Next: Approver clicks Approve or Reject. Moves to Processing (for next milestone or post-approval actions) or Reject Review.

  6. Reject Review:

    • Trigger: Approver clicks Reject. Automation Sentence sets this status.
    • Meaning: Document needs correction based on rejection reason. Document is editable.
    • Next: User makes corrections and clicks Save and Submit to restart the process (often from the beginning of the approval flow).

  7. Pending (PO Specific):

    • Trigger: PO finishes approval (or created directly if no approval needed).
    • Meaning: Internally approved, awaiting external action (Place Order, Receive Goods, Invoice Match). Document is locked.
    • Sub-statuses: May transition through Placed, Partially Received, Received, Partially Invoiced, etc., while still being type PENDING.
    • Next: Moves towards Completed/Closed as receiving/invoicing occurs.

  8. Completed:

    • Trigger: Final approval received, and integration (e.g., ERP sync) successful.
    • Meaning: Workflow finished successfully in Zudello. Document is locked.
    • Next: End state (unless reverted).

  9. Unable to Process:

    • Trigger: Error during automated step, usually ERP integration failure.
    • Meaning: Requires manual investigation and correction. Document is usually editable.
    • Next: User corrects data and retries the failed step (often via status change or Quick Action).

  10. Archived / Deleted:

    • Trigger: Manual user action.
    • Meaning: Removed from active views for record-keeping (Archived) or permanent removal (Deleted).

Understanding these statuses helps track document progress and identify required actions.

See also: Document Statuses (How-To)