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Status

The Status control updates the lifecycle state of a compliance record—In Progress, Active, Expired, Cancelled, Terminated, or Disabled—so teams can filter and prioritise work. Changes apply immediately on the card and propagate wherever the record appears. Automatic rules can mark items Expired when validity dates pass, reducing misuse of out-of-date certificates. In practice, status reflects the compliance workflow—scheduled, in progress, passed, failed, or corrective action required—alongside administrative states such as cancelled or disabled. Keeping it current ensures queues, approvals, and reports match the true state of each audit or certification.

Status Types

The Status section displays the current state of the compliance record. The status can be manually updated by users or automatically changed by the system based on date validation rules.

Field Description
In Progress This is the default status when a compliance record is created. Use this status for records that are still being prepared, documentation is incomplete, or the compliance process has not yet officially begun. This status indicates that work is ongoing and the record should not be considered fully active.
Active The status can be updated to Active once all required documentation has been completed and the compliance process officially begins. This status indicates that the compliance record is current, valid, and ready for use. Note that if the Valid From and Valid To dates are current, a compliance item is considered valid regardless of whether its status is In Progress or Active.
Expired If the Valid To date has passed today's date, the compliance item will automatically be updated to Expired. This status indicates that the compliance record is no longer valid and requires renewal, review, or removal. Expired records should not be used for operational purposes until they are renewed or updated.
Cancelled Use this status when a compliance record needs to be cancelled before completion or activation. This status indicates that the compliance process has been abandoned or terminated early, typically due to changes in requirements, project cancellation, or other business decisions. Cancelled records should not be used for operational purposes and are typically retained for historical reference only.
Terminated Use this status when a compliance record has been formally terminated or ended, often due to contract completion, business closure, or the conclusion of a specific compliance requirement. This status indicates that the compliance record is no longer active and will not be renewed. Terminated records are typically archived for audit and historical purposes.
Disabled Use this status to temporarily disable a compliance record without deleting it. This status indicates that the record is intentionally deactivated, often due to temporary suspension, review requirements, or administrative actions. Disabled records should not be used for operational purposes until they are re-enabled or their status is updated. This status allows for easy reactivation when needed.

Using Status Fields

  • Set a status: Click on the Status button, found at the bottom of the compliance card, to open the status dropdown menu and select the desired status.
  • Status updates: The status will immediately update on the card, and this change will be reflected across the system.
  • Automatic expiration: The system automatically updates status to Expired when the Valid To date passes, ensuring records are not used beyond their validity period.

Status Dropdown

Important Notes When Updating Status

Date Validation Override: If the Valid From and Valid To dates are current (i.e., today's date falls within the validity period), a compliance item is considered valid regardless of whether its status is In Progress or Active. However, it is best practice to set the status to Active once documentation is complete to ensure clear visibility and accurate reporting.

Automatic Expiration: The system automatically updates the status to Expired when the Valid To date has passed today's date. This ensures that expired compliance records are clearly identified and prevents their use in error. Manual review and renewal are required to reactivate expired records.

Status and Validity: While status provides a manual indicator of progress, the actual validity of a compliance record is determined by the Valid From and Valid To dates. Always ensure these dates are accurate and current to maintain compliance integrity.

Filtering and Reporting: Status is a powerful filter on the main Compliance dashboard. Use it to create views for different teams (e.g., a view for all "Active" audits) or to identify records requiring attention (e.g., all "In Progress" items).

Workflow Integration: Status changes are tracked in the compliance history log, providing an audit trail of when and why status updates occurred. This helps teams understand the progression of compliance records over time.

Best Practices

  • Use In Progress for incomplete work: Use the In Progress status for records that are still being prepared or are incomplete. This helps teams identify which compliance records need attention and prevents premature activation.

  • Activate when ready: Change the status to Active once the compliance process officially begins or key documents have been submitted. This ensures accurate reporting and helps teams identify which records are ready for operational use.

  • Monitor expiration dates: Mark a record as Expired as soon as its validity period or certification has lapsed to prevent it from being used in error. Regularly review compliance records with approaching Valid To dates to ensure timely renewal.

  • Leverage status for filtering: The status field is a powerful filter on the main Compliance dashboard. Use it to create views for different teams (e.g., a view for all "Active" audits) or to identify records requiring attention.

  • Maintain date accuracy: Always ensure Valid From and Valid To dates are accurate and current. While status provides workflow visibility, dates determine actual validity and automatic expiration.

  • Regular status reviews: Schedule periodic reviews of compliance status to ensure records accurately reflect their current state. Update status promptly as compliance processes progress or complete.

  • Use Cancelled for abandoned processes: Set status to Cancelled when a compliance process is abandoned before completion. This helps maintain accurate records and prevents confusion about incomplete work.

  • Use Terminated for completed processes: Set status to Terminated when a compliance requirement has been formally concluded. This clearly indicates that the record is archived and will not be renewed.

  • Use Disabled for temporary suspension: Set status to Disabled when a compliance record needs to be temporarily deactivated without deletion. This allows for easy reactivation when the suspension is lifted.