Workflow Life Cycle

To inform users about the current status of the workflow and the document being approved, there are two different sets of states indicating what workflow actions and what document actions were completed:

Open

Workflow Status

The following diagram shows how workflow states (blue boxes) and workflow actions (arrows) are connected.

Notes:

• The workflow logic is evaluated when you submit a document (or also when you click the View Workflow button, e.g., on the Quote detail page). At this point the workflow logic generates a new workflow (sequence of steps).

• When you submit the document, its status changes from Draft (or Denied or Withdrawn) to Submitted.

• 'No approval required' happens when:

  • There is no workflow logic.

  • The workflow logic is evaluated and generates no approval step.

• As the workflow progresses through the steps, the Workflow Status stays Submitted (and the document Status remains in Draft). After all the workflow steps are approved, the Workflow Status changes to Approved (and the document Status changes as well. For details see the diagrams below.).

• In addition, the workflow can end up in the Invalidated status. This status is used by the system when the workflow fails due to internal reasons.

Document Status

Quote Status

The following diagram shows how Quote statuses (blue boxes) and Quote actions (arrows) are connected.

Only the Quote status 'Offer' is invoked by workflow actions (see the diagram above), the remaining statuses are invoked by Quote actions. 

There are two more Quote statuses, Invalidated and Superseded, and these are connected with revisions. For details see the diagram below.

Agreement/Promotion and Rebate Agreement Status

The following diagram shows how Agreement/Promotion and Rebate Agreement statuses (blue boxes) and actions (arrows) are connected.

Only the status 'Approved' is invoked by workflow actions (see the diagram above), the remaining statuses are invoked by Agreement/Promotion and Rebate Agreement actions.

Open

There are two more Agreement/Promotion and Rebate Agreement statuses, Invalidated and Superseded, and these are connected with revisions. For details see the diagram below.

Quote, Agreement/Promotion and Rebate Agreement Status during Revisions

To explain when the statuses Invalidated and Superseded are used, we will use the following scenario:

Let's assume that Document 1.1.2 goes through the approval workflow. Its initial status is Draft and it follows the same statuses as either Quotes, Agreements/Promotions or Rebate Agreements. 

After Document 1.1.2 (e.g., a Quote) is approved, the statuses of the original documents change in the following way:

To summarize it: 

• Superseded – Used for original, preceding documents on which you based a revision. The status is applied after this revision gets approved. 

• Invalidated – Used for other revisions from the same original document. The status is applied after one of the revisions (on the same level) gets approved.