🚦 Statuses

Every document in Docflo.ai carries a status that tells you where it is in its lifecycle. The status is shown as a colored badge in the document list and in the document form header, and it controls what you can do with the document.

✨ Key Features:

• Color-coded status badge for every document
• Live updates: the document form refreshes automatically when the status changes
• Status-dependent actions such as Approve / Reject and Complete & Retry
• Automatic read-only protection for finalized documents
• Manual status override for administrators

📋 Status reference

Status	Badge label	Color	Meaning
NEW	New	● Gray	The document was received and is waiting to be processed.
ANALYZING	Analyzing	● Amber	Docflo.ai is classifying the document and extracting its data.
ANALYZED	Analyzed	● Green	Extraction finished successfully. The document is ready for review.
SPLITTING	Splitting	● Purple	A multi-document file is being split into separate documents.
SPLITTED_NOT_REQUIRED	Splitting Not Required	● Gray	The file was checked and contains a single document, so no split was needed.
SPLITTED	Splitted	● Green	The file was split successfully into separate documents.
AWAITING_APPROVAL	In Approval	● Orange	The document is going through its approval path and waits for one or more approvers.
AWAITING_VERIFICATION	In Verification	● Teal	The document waits for a person to verify the extracted data.
APPROVED	Approved	● Blue	All approval steps were completed.
CONFIRMED	Confirmed	● Dark green	The data was reviewed and confirmed as correct.
REJECTED	Rejected	● Red-orange	The document was rejected by an approver, or returned to its sender.
BLOCKED	Blocked	● Orange	Processing of the document is stopped until it is resolved.
ERROR	Failed	● Red	Processing or an automation failed.
ARCHIVED	Archived	● Gray	The document is closed and kept for reference.

🔄 Typical lifecycle

NEW → ANALYZING → ANALYZED → AWAITING_APPROVAL → APPROVED
                     │              │
                     │              └→ REJECTED
                     └→ CONFIRMED / ARCHIVED

Documents that arrive as a multi-document file pass through SPLITTING first and end as SPLITTED (or SPLITTED_NOT_REQUIRED). A failure at any point moves the document to ERROR.

🧭 How the status changes the document form

The document form behaves differently depending on the status of the document.

🔒 Read-only statuses: Approved, Confirmed, Archived

Once a document reaches Approved, Confirmed or Archived, it is treated as final:

• All fields become read-only.
• The Save Draft, Save and Complete buttons are disabled.

To edit such a document again, an administrator must first change its status (see "Changing a status manually" below).

All other statuses leave the form editable. Individual fields can still be read-only if the document type defines them that way.

Users with a view-only role always see the form as read-only, whatever the status.

⏳ In Approval

When a document is In Approval:

• The status badge becomes a clickable button with the approvers' avatars. Click it to open the approval dialog and see who has approved, who is pending and what each step requires.
• If you are a pending approver in the active approval step, the form footer shows Approve and Reject buttons. Users who are not pending approvers do not see them.
• While you act on an approval step, only the fields marked as required for that step are mandatory. In every other situation, all fields that the document type marks as mandatory stay required.

See Awaiting Approval and Approval settings for details.

❌ Failed (Error)

When a document is in Failed status and its last automation also failed, the form footer shows an extra Complete & Retry button. It does three things in one click:

1. Saves your corrections to the document data.
2. Reruns the last automation of the document.
3. Returns you to the document list.

This lets you fix the data that caused the failure and push the document through the automation again, without leaving the form.

Next to the status badge, a small automation indicator shows the result of the last automation run: spinning while it is running, a green check when it completed and a red mark when it failed. Click it for the details.

✅ Confirm mode

When the form is opened in confirm mode, the footer shows a Confirm button in place of Save / Complete. Clicking it moves the document to Confirmed and the form switches to read-only.

📡 Live updates

The form listens to status changes from the server. When the status of the open document changes, for example when analysis finishes or an approver acts, the form reloads by itself. You don't need to refresh the page.

🛠️ Changing a status manually

Users with the Admin role can set the status of a document by hand. Open the Actions menu (⋯) in the document header and select Update status.

The statuses available for manual selection are:

• Analyzed
• Approved
• Rejected
• Blocked
• Confirmed
• Archived
• Failed
• In Verification

The system-driven statuses (New, Analyzing, Splitting, Splitted, Splitting Not Required and In Approval) cannot be set manually. To put a document in approval, use Send for approval from the same menu.

Other status-related actions in the Actions menu:

Action	Available to	Effect
Send for approval	Users and above	Starts the approval path.
Reset approvals	Users and above	Clears the approval progress and starts the path over.
Return to sender	Documents received from Outlook or Gmail	Sends the document back to its sender and sets the status to Rejected.
Retry	Users and above	Reprocesses the document from the start.
Update status	Admins	Sets the status manually.

Statuses give you a single, consistent view of every document's progress, and keep finalized documents safe from accidental changes.