What do the Document Statuses Mean?

Issue/Objective

To understand the meaning of a policy status

Environment

PolicyStat

Procedure/Resolution

Click to view these steps in the legacy PolicyStat interface.

During a policy's lifecycle, its status (displayed above the header and client logo in the policy) will be reflected from one of seven possible options.

• Draft 
• Pending
• Scheduled
• Active
• Old
• Retired
• Deleted

When a policy is either being developed as a brand new policy or undergoing a review, the status will be either a Draft or Pending status.

Policy Is In-Development

Status	Visible To User Roles	Where to Locate	URL contains
Draft		Policies Menu on the main navigation bar Drafts selection	New Policy /policy/create/ Existing Draft /edit/?continue_draft=true
Pending		Home on the main navigation bar Policies Requiring Your Approval Report (to see the full report select the number next to the heading OR Policies Menu Pending Approval selection	/approve/

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When a policy completes an Approval Workflow, the status will be listed as either Scheduled or Active.

Scheduling a policy involves setting a specific date or number of days after the final workflow approval before the policy moves to Active status. For more on the Scheduled Effective Date feature, see What is Scheduled Effective Date?

If the visibility is set to Restricted, only users with View Restricted permissions will be able to see them. Only policies with an Active status can be retired.

Policy Has Completed an Approval Workflow

Status	Visible To User Roles	Where to Locate	URL contains
Scheduled		Reports menu Scheduled selection
Active		Use the search bar or the filters to locate any active policy.  To search Pending and Draft areas go to those specific pages and search.	/latest/

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Policy Is Archived

When a policy is no longer needed, it can be archived. Archiving generally an automated process when a document is fully approved it will be marked Old and archived. When archived, the status will be either Old, Retired, or Deleted.  Retiring and Deleting are manual processes.

• "Old" (Archived/Previously Approved) versions are available to Owners, Editors, Approvers and Administrators under All Versions located at the top of a policy in view mode (not Edit mode). 
• "Old Draft" status is a past iteration of a document and the iteration has been replaced by a new draft.  
• Retired policies are only available to Site Administrators. Only policies with an Active status can be retired.  Owners, Area Managers, Area Administrators can retire if given permission to do so. Site Administrators can always retire policies.
• Deleted policies can only be viewed and recovered by PolicyStat staff. Only Site Administrators can delete documents.

Status	Visible To User Roles	Where to Locate	URL contains
Old		All Versions link located at the top of a policy	/?showchanges=true
Retired		Manage menu Admin Console Retired Policies (Report column)
Deleted	PolicyStat Staff Only	Contact PolicyStat Support

A quick disclaimer that some terms may differ for your location, but the concepts are universal. Area may be known as Policy Area, Department, Category, or another term on your PolicyStat site.

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