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Status & Workflow Definitions (Glossary)

PostedDecember 12, 2025
UpdatedDecember 12, 2025
ByChris Tittiger
Glossary: Statuses, Roles, and Workflow Definitions
Standard definitions to ensure consistent usage across Renewals, Approval Hub, and reporting.

Roles

  • Admin: Full system permissions.
  • Coordinator: Manages renewals and runs the approval workflow.
  • Approver: Records decisions for Technical and/or Budget review (usually via approval links/pages).
  • Viewer: Read-only access.

Workflow ownership fields

  • Coordinator Email: Who receives change/reject notifications and manages updates.
  • Technical Owner Email: Primary technical approver for the renewal.
  • Budget Owner Email: Primary budget approver for the renewal.

Statuses

Common statuses and intended meaning
  • Intake: Early capture stage; details still being assembled.
  • Open: Renewal is active and editable; not yet in approval workflow.
  • Pending Approval: Approval workflow is in-flight. Approvers are expected to act via emailed links.
  • Pending Change: An approver requested changes; coordinator must update and re-route if needed.
  • Rejected: Approval was denied; workflow stops unless re-initiated after updates.
  • Approved: Tech and Budget approvals are complete.
  • Renewed: Final state indicating the renewal was executed/renewed.
  • Cancelled: Final state indicating the renewal was stopped; record becomes read-only.

Progress bar interpretation

  • The progress bar is a visual indicator of workflow state; it does not itself approve anything.
  • Pending Change and Rejected are special indicators that only light up when the status is exactly those values.
  • Open → Approval Started → Tech → Budget → Approved → Renewed/Cancelled is the normal path.

Operational limitations

  • Edits during Pending Approval should be controlled; changes may require restarting or revalidating approval.
  • Cancelled records are read-only and should not be re-opened without an admin-defined process.
  • Email delivery depends on SMTP configuration and recipient mailbox rules.
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