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Edition Lifecycle

An edition moves through a defined set of statuses from creation to publication. Understanding the lifecycle helps contributors, reviewers, and report managers know what actions are available at each stage.

Status overview​

StatusWho can editWho can take action
DraftContributorsContributors (enter data, save, submit)
In ReviewNo one (locked)Reviewers (approve, reject, comment)
Changes RequestedContributorsContributors (address comments, re-submit)
ApprovedNo oneReport Owner / Admin (publish)
PublishedNo oneReport Owner / Admin (view, export)

Draft​

Entry point — all editions start in Draft.

In Draft, contributors can:

  • Enter and edit field values (form mode and grid mode).
  • Upload files and images.
  • Use Copy Prior to pre-populate from a previous edition.
  • Use ✨ AI Fill to extract field values from an uploaded document.
  • Save changes at any time.
  • Submit the edition for review when data entry is complete.

In Review​

Triggered by: Contributor clicks Submit.

In Review, the edition is locked for editing. Reviewers work from the Review panel:

  • Step through the configured workflow.
  • Leave comments on specific cells or sections.
  • Approve individual workflow steps.
  • Return the edition for revision if issues are found.

Transitions from In Review:

  • → Changes Requested: Reviewer returns for revision.
  • → Approved: All workflow steps are approved (or direct approval if no workflow).

Changes Requested​

Triggered by: Reviewer returns the edition for revision.

The edition returns to an editable state. Contributors can:

  • See the reviewer's comments in the Review panel.
  • Navigate to specific cells flagged in comments.
  • Address each comment and mark it Resolved.
  • Save changes and re-submit.

Submitting again re-enters the workflow at the step where it was returned, or from the beginning depending on the workflow template configuration.

Approved​

Triggered by: All workflow steps approved (or direct Approve action).

In Approved status:

  • The edition is no longer editable.
  • An info alert shows the approval date.
  • The Publish button appears for users with Report Owner or Admin role.
  • Outputs can be generated (PDF, Excel, Word, CSV exports) from the approved edition.

Published​

Triggered by: Report Owner or Admin clicks Publish.

Publishing makes the edition immutable:

  • No further edits, comments, or workflow actions are possible.
  • The edition is flagged as the official published record for this reporting period.
  • Outputs generated from the published edition are the canonical deliverables.
caution

Publishing cannot be undone. Only publish when the edition is final and all stakeholders have agreed to it.

Re-opening an edition​

Under some circumstances, a Report Owner or Admin may need to re-open an In Review or Approved edition:

  • Return for Revision from In Review: Reviewer returns the edition — it goes back to Draft.
  • Admin re-open: A Workspace Admin can force-return an Approved edition to Draft for correction (use sparingly — notify all stakeholders).

Published editions cannot be re-opened. If corrections are needed after publishing, create a new edition for the correction period and note the discrepancy.

Relationship to blueprint versions​

Each edition records which blueprint version it was created from (shown in the edition subtext: "Monthly Progress Report (v2)").

  • If the blueprint is updated to v3 after an edition in v2 is in progress, that edition continues using v2.
  • New editions created after v3 is published use v3.
  • Edition data from v2 is not affected by v3 structural changes.

Status flow diagram​

Draft
  └─[Submit]→ In Review
                ├─[All steps approved]→ Approved ─[Publish]→ Published
                └─[Return for revision]→ Changes Requested
                                              └─[Re-submit]→ In Review