Status and Actions Reference
This reference lists every status and every response action across all entity types in Kazinex Workflows. Use it to understand what each state means, which transitions are valid, and who can trigger each action.
Document statuses
| Status | Description | Who can set it | Typical trigger |
|---|---|---|---|
| Draft | Document is being prepared. Not yet submitted for review. | Document Controller, uploader | Created on upload |
| Under Review | Document is actively being reviewed in a workflow. | System (auto) | Workflow started |
| Approved | Document has passed all required review and approval steps. | System (auto) | Workflow completed with Approve decision |
| Approved with Comments | Document approved but reviewers have recorded comments. | System (auto) | Workflow completed with Approve with Comments decision |
| Rejected | Document was rejected during review. Requires rework. | System (auto) | Workflow step resolved with Reject decision |
| Revise | Document has been returned for revision. | System (auto) | Workflow step resolved with Return for Revision |
| Issued | Document has been formally transmitted to recipients. | Document Controller | Transmittal issued (For Construction purpose) |
| Superseded | Document has been replaced by a newer revision. | System (auto) | New revision uploaded with supersede action |
| Void | Document is no longer valid and has been withdrawn. | Document Controller, Project Admin | Manual void action |
Valid transitions summary:
Draft → Under Review (workflow started)
Under Review → Approved / Approved with Comments / Rejected / Revise (workflow step completed)
Approved → Issued (transmittal issued For Construction)
Approved → Under Review (new workflow started on same revision)
Any status → Superseded (new revision uploaded)
Any status → Void (manual void by admin)
Workflow instance statuses
| Status | Description | Who can set it |
|---|---|---|
| Active | Workflow is running. One or more steps are awaiting response. | System (auto) on workflow start |
| Completed | All steps resolved. Workflow has reached its terminal state. | System (auto) on final step completion |
| Cancelled | Workflow was terminated before completion. Reason required. | Document Controller, Project Admin, Org Admin |
| On Hold | Workflow is temporarily paused. No overdue notifications are sent. | Project Admin, Org Admin |
| Superseded | The document this workflow was running on has been superseded by a new revision. The original workflow is frozen as a historical record. | System (auto) on document supersede |
Workflow step statuses
| Status | Description |
|---|---|
| Pending | Step has not yet activated. Waiting for prior steps to complete. |
| Active | Step is currently active. Assignee has been notified and is expected to respond. |
| Completed | Assignee submitted a response. The step is closed. |
| Overdue | Step passed its due date without a response. Overdue notifications are being sent. |
| Skipped | Step was bypassed due to conditional routing or an admin skip action. |
Step response actions
| Action | Available on step types | Description | Effect |
|---|---|---|---|
| Approve | Review, Approve | Assignee formally approves the document for this step. | Step completed with positive decision. |
| Approve with Comments | Review, Approve | Approved, but comments are recorded and require attention. | Step completed; comment thread mandatory. |
| Reject | Review, Approve | Document does not meet requirements. | Step completed with negative decision. Comment required. |
| Return for Revision | Review, Approve | Document needs rework before the review can continue. | Step completed; may trigger return branch or workflow reset. Comment required. |
| Acknowledge | Acknowledge | Assignee confirms receipt or awareness. No approval decision. | Step completed; no pass/fail recorded. |
| Sign | Sign | Assignee applies a digital signature. | Step completed with signature record. |
| Comment only | All | Assignee adds a comment without submitting a final response. Step remains active. | Comment recorded; step not closed. |
Transmittal statuses
| Status | Description | Who can set it | Trigger |
|---|---|---|---|
| Draft | Transmittal is being prepared. Not yet issued. | Document Controller | Created via New Transmittal |
| Issued | Transmittal has been formally issued to all recipients. | System (auto) | Issuer clicks Issue Transmittal |
| Partially Acknowledged | At least one recipient has acknowledged but others are still pending. | System (auto) | First acknowledgement received |
| Acknowledged | All recipients have acknowledged receipt. | System (auto) | Final acknowledgement received |
| Void | Transmittal was issued in error and formally voided. Recipients notified. | Document Controller, Project Admin | Manual void action |
Transmittal recipient statuses:
| Status | Description |
|---|---|
| Pending | No acknowledgement received yet. Within required-by window. |
| Overdue | Required-by date has passed without acknowledgement. |
| Acknowledged | Recipient confirmed receipt (portal click or manual record). |
| Voided | Recipient was added in error; removed from acknowledgement tracking. |
Correspondence statuses
| Status | Description | Who can set it | Trigger |
|---|---|---|---|
| Draft | Correspondence is being written. Not yet sent. | Document Controller, Reviewer | Created via New Correspondence |
| Open | Correspondence has been sent and is awaiting a response. | System (auto) | Sender clicks Send |
| Awaiting Response | Sent, response is overdue. | System (auto) | Past required-by date without reply |
| In Review | A response has been received and is being reviewed internally. | Document Controller | Manually set |
| Closed | Correspondence is resolved. No further action expected. | Document Controller, Project Admin | Manually closed; optionally with a closing comment |
| Void | Correspondence was sent in error. | Project Admin | Manual void |
Work package statuses
| Status | Description | Who can set it | Trigger |
|---|---|---|---|
| Active | Package is in progress. Documents are being produced or reviewed. | System, Project Admin | Package created |
| Submitted | Package has been submitted for formal approval. | Document Controller | Submit action |
| Under Review | Package is being reviewed by the approver(s). | System (auto) | Package workflow started |
| Approved | All required package documents are approved. | System (auto) | All linked documents approved |
| Closed | Package is complete and no further changes are expected. | Project Admin | Manual close |