Document Statuses
A document's status reflects where it is in its lifecycle — from initial draft through active review, approval, and eventual archival. Understanding statuses is fundamental to document control: they determine whether a document can be transmitted, who can edit it, and what actions are available.
Status overview
| Status | Code | Meaning |
|---|---|---|
| Draft | draft | Document created but not yet submitted for review |
| For Review | for_review | Submitted for informal review or comment |
| Under Review | under_review | Formal review or approval workflow is in progress |
| Approved | approved | Formally approved — suitable for use or construction |
| Approved with Comments | approved_with_comments | Approved, but reviewer comments must be addressed before next revision |
| Rejected | rejected | Not approved — revision required before resubmission |
| Superseded | superseded | A newer revision or document has replaced this one |
| Archived | archived | No longer active — retained for record purposes only |
| For Information | for_information | Issued for reference/information only — not for approval |
| Withdrawn | withdrawn | Document cancelled or recalled — not to be used |
Status transitions
Not all transitions are valid. The table below shows which statuses a document can move to from each starting status:
| From | Can transition to |
|---|---|
Draft | For Review, Under Review, For Information, Withdrawn |
For Review | Draft, Under Review, Approved, Approved with Comments, Rejected |
Under Review | Approved, Approved with Comments, Rejected, Returned (via workflow) |
Approved | Superseded (when new revision approved), Archived |
Approved with Comments | Superseded, Archived |
Rejected | Draft (when new revision uploaded and re-submitted) |
Superseded | Archived |
For Information | Archived, Withdrawn |
Archived | (terminal — no further transitions) |
Withdrawn | (terminal — no further transitions) |
Who can change status
| Status change | Who can do it |
|---|---|
| Draft → For Review / Under Review | Document Controller, Initiator, Project Admin |
| → Approved / Approved with Comments / Rejected | Workflow system (on workflow completion) or Project Admin |
| → Superseded | System (automatic when new revision approved) or Project Admin |
| → Archived | Project Admin, Org Admin |
| → Withdrawn | Project Admin, Org Admin |
| → For Information | Document Controller, Project Admin |
Status and workflow interaction
When a document is routed through a workflow for approval, the status is automatically updated based on the workflow outcome:
| Workflow outcome | Document status set to |
|---|---|
| Approved | approved |
| Approved with Comments | approved_with_comments |
| Rejected | rejected |
| Returned for Revision | draft (returned to author) |
If a workflow is cancelled before completion, the document status returns to its pre-workflow state.
Superseding
When a new revision of a document is approved, the previous revision is automatically set to Superseded. This makes it clear which revision is current without deleting historical records. The document number stays the same; the revision code changes.
In the Document Register list, superseded revisions are hidden by default. Use the Show All Revisions filter to see them.
Colour coding
Status badges in the Kazinex interface use a consistent colour scheme:
| Status | Colour |
|---|---|
| Draft | Grey |
| For Review | Blue |
| Under Review | Amber |
| Approved | Green |
| Approved with Comments | Light green |
| Rejected | Red |
| Superseded | Purple |
| Archived | Dark grey |
| For Information | Teal |
| Withdrawn | Dark red |
What's next
- Revision Control — upload new revisions and manage the version history
- Status & Actions Reference — full status transition table with all entities
- Document Status Transitions Reference — state machine diagram