Status Workflows
Every approval list item in ApprovIQ has a status that tracks its progress through the review cycle. Understanding these statuses is key to using the platform effectively.
Item Statuses
Not Submitted
The initial status for all new approval list items. No document has been uploaded yet.
Who sees it: Everyone on the project.
What to do:
- Applicants — upload the required document
- Approvers — wait for the applicant to submit, or mark as Not Applicable if the item isn't relevant
In Review
A document has been uploaded and is waiting for the approver's review.
Triggered by: An applicant (or collaborator) uploading a document to the item.
What to do:
- Approvers/Team Members — review the document and AI check results, then decide the next status
- Applicants — wait for the approver's decision (you will be notified)
Satisfied
The approver has reviewed the document and determined that it meets the requirements. This is the "approved" state.
Set by: Approver or Team Member.
What happens next: The approver can stamp the document with their professional credentials.
Request for Info
The approver has reviewed the submission but needs additional information, clarification, or a revised document.
Set by: Approver or Team Member.
What to do:
- Approvers — add a comment explaining what additional information is needed
- Applicants — read the approver's comment, then upload a revised document. The item will return to In Review status.
Always add a comment when changing an item to Request for Info. This helps the applicant understand exactly what is needed and reduces back-and-forth.
Not Applicable
The item does not apply to this particular project.
Set by: Approver or Team Member.
Example: A "Bushfire Assessment" item might be marked Not Applicable for a project in an urban area with no bushfire risk.
Status Flow Diagram
Who Can Change Status
| Status Change | Approver | Applicant | Team Member | Collaborator |
|---|---|---|---|---|
| → In Review (via upload) | Yes | Yes | Yes | Yes |
| → Satisfied | Yes | — | Yes | — |
| → Request for Info | Yes | — | Yes | — |
| → Not Applicable | Yes | — | Yes | — |
| → Not Submitted (reset) | Yes | — | Yes | — |
Note: Applicants cannot directly set a status — their status changes happen implicitly when they upload a document (which triggers the transition to In Review).
Custom Statuses
Approvers can define additional custom statuses for more granular tracking within their workflow. Custom statuses appear alongside the standard statuses and can be used to reflect domain-specific stages.
Notifications on Status Changes
When an item's status changes, relevant parties are notified:
- Applicant receives a notification when an item is marked Satisfied, Request for Info, or Not Applicable
- Approver receives a notification when a new document is uploaded (moving the item to In Review)
These notifications are delivered via email notifications with smart debouncing.