Document Status Tracking

Every document instance follows a strict status lifecycle from assignment through completion or expiry. Status transitions are directional — documents move forward through the lifecycle and cannot be reverted to earlier states (with one exception: rejection from pending review back to draft). Understanding these statuses is essential for both workers managing their documents and administrators monitoring compliance.

Status Definitions

Required

The document has been assigned to the worker but no action has been taken.

Property	Value
Set by	Assignment (onboarding, manual, or renewal)
Worker can edit	No (form not yet opened)
Auto-fill active	No (data populated on first open)
Visual indicator	Orange "Required" badge

Draft

The worker has opened the document and started filling it. Auto-fill fields sync with profile data changes.

Property	Value
Set by	First field save (automatic transition from "required")
Worker can edit	Yes
Auto-fill active	Yes — mapped fields update when profile changes
Visual indicator	Blue "In Progress" badge

Pending Review

The worker has submitted the document. Awaiting admin review. This status only applies to documents that require a signature — the admin reviews the submission before the worker can sign.

Property	Value
Set by	Worker clicks "Submit" on a document with requiresSignature = true
Worker can edit	No (locked during review)
Visual indicator	Yellow "Pending Review" badge

Completed

The document is a permanent legal record. Cannot be edited or deleted by anyone, including administrators.

Property	Value
Set by	Signing (after signature), submission (if no signature required), or admin approval
Worker can edit	No — permanently locked
Expiry date	Calculated based on renewal rules
Visual indicator	Green "Completed" checkmark

Expired

The document has passed its renewal date. The completed instance is archived and a new renewal instance is created.

Property	Value
Set by	System detects that expiresAt has passed
Creates renewal	Yes — new instance with status "required"
Visual indicator	Red "Expired" badge

Status Transition Flow

Required
    |
    | (worker saves first field)
    v
  Draft
    |
    | (worker submits)
    v
  Requires signature?
    |           |
   Yes          No ──────────> Completed
    |                              |
    v                         (expiry date)
Pending Review                     |
    |         |                    v
  Approve   Reject              Expired
    |         |                    |
    v         v              (new instance)
Completed   Draft                  |
    |       (with rejection        v
    |        reason)            Required
(expiry)                      (cycle repeats)
    |
    v
  Expired
    |
(new instance)
    |
    v
  Required
(cycle repeats)

Admin Review Process

When a document reaches "pending review" status, administrators can take one of two actions:

Approve

• Document status changes to "completed"
• The reviewedAt timestamp and reviewedById are recorded
• The document is permanently locked
• Worker receives a notification: "Your [document name] has been approved"

Reject

• Document status reverts to "draft"
• The admin provides a rejectionReason explaining what needs to be corrected
• The worker receives a notification: "Your [document name] requires changes: [reason]"
• The worker can edit the document and resubmit

Immutability Rules

Once a document reaches "completed" status, five immutability rules apply:

1. No field edits — All data is permanently frozen
2. No deletion — Completed documents are retained indefinitely
3. No status revert — Cannot go back to draft or pending review
4. Signature is permanent — The signature record cannot be modified or removed
5. Admin cannot override — Even administrators cannot edit completed documents

The only forward path from "completed" is the renewal cycle: the document expires, and a new instance is created at "required" status.

Monitoring Compliance

Worker View

Workers see their documents organized by status on their account forms page:

• Action Required — Documents in "required" or "draft" status, sorted by urgency (blocking documents first)
• Pending Review — Documents awaiting admin approval
• Completed — Successfully signed documents with expiry dates shown
• Expired — Documents that need renewal (with renewal instance shown)

Admin Compliance Dashboard

The admin compliance dashboard provides a workforce-wide view:

Section	Content
Compliance Rate	Percentage of workers with all blocking documents current (e.g., "94% — 47 of 50 workers fully compliant")
Expiring Soon	Table of documents expiring within 30 days with worker name, document name, days remaining
Blocked Workers	Table of workers blocked from job assignment due to expired blocking documents
Missing Documents	Workers assigned documents they have never started (status still "required" for extended periods)

Each row includes action buttons for sending reminders, opening the worker's document list, or waiving a blocking requirement temporarily.