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FAQ - What do Statuses mean on a Record?

  • Updated

Below we have provided an outline of what each of the statuses which can be shown next to a record mean / represent.

New

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When a record is created, this will be given the status ‘New’. This will appear in the Records area for staff members with the appropriate level of access. This status indicates that the record has been created and is ready to be started. Staff members linked to the record will be able to see that the record exists, but will not be able to view this.

Draft

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The ‘Draft’ status indicates that a record has been started/modified and has not yet been published. This will continue to be available in the Records area to modify further and will be visible to staff with the appropriate level of access. This includes staff members linked to the record, although they will not be able to view this. These records will not visible in the reports.

Published

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The ‘Published’ status indicates that a record has been published and will pull through to the reports for staff members with the appropriate access to view. Published records cannot be modified until they have been unpublished.

 

 

New

(New records can’t be published until they’ve been started)

Draft

(Draft records will not pull through to the reports)

Published

(Published records can’t be modified until they’ve been unpublished)

Admins
  • Can see the record exists and view record content in the Records area.
  • Can start the record.

 
  • Can see the record exists and view record content in the Records area.
  • Can modify the record.
  • Can publish the record.
  • Can see the record exists and view record content in the Records and Reports areas.
  • Can unpublish the record.

Observer/Owner*
  • Can see the record exists and view record content in the Records area.
  • Can start the record.

 
  • Can see the record exists and view record content in the Records area.
  • Can modify the record.
  • Can publish the record.
  • Can see the record exists and view record content in the Records and Reports areas.
  • Can unpublish the record.

Staff* with permission to view all staff members linked to the record
  • Can see the record exists in the Records area.
  • Can’t view record content.
  • Can see the record exists in the Records area.
  • Can’t view record content.
  • Can see the record exists and view record content in the Records and Reports areas.

* Staff must have access to the selected category of a record to be able to view this, regardless of their other permissions.

Any records created using a ‘Restricted’ category will be restricted; only Admins, the individual users listed on the record and the creator of the record will be able to see it.

 

Where can I see a Records status?

You can see the status of a record on the Records page, down the left hand side next to the record name, and you can filter by record status using the status filters at the top of the page.

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Similarly, when you click on a record name to drill down to the record details, you can see the status in the top right corner:

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