Workflow Status Icon Glossary

The Web Portal marks every Form Submission (record) with a status icon. The icon shows where the record sits in a workflow, such as a dispatch, an Approval Workflow Approval Workflows enforce a review of submitted records at the form level. Approvers with the required FormSpace permission review each submission and either approve it or send it back to the field user with requested changes. A record that passes review shows the Completion Result "Approved"., or a correction.

Available on all tiers with more options on the Intelligent and Elite tiers:

Contents

• Workflow Status Icon Glossary
  • Where status icons appear
  • Dispatch icons
  • Started icon
  • TrueContext Teamwork icon
  • Approval Workflow icons
  • Correction icons
  • Completed and error icons
  • Upload and processing icons
  • Assignment icons
  • Draft icons
  • Related topics

Where status icons appear

Workflow status The workflow status describes how a record moves through your company’s workflow. All statuses include a workflow state, and some also contain the data flow state or completion result. icons appear in two places in the Web Portal:

• The Reference # column on the All Form Activity page and the Submissions (by Form) page. This topic calls these the submission list pages.
• The top of the Form Submission details page, beside the record name

Assignment icons and draft icons appear in other places. Their sections describe where.

Each icon has a label. The label names the most relevant part of the current status. For a dispatched record, the label shows the data flow state A data flow state describes how data from a dispatched or submitted record moves between the Web Portal and the Mobile App. For example, a record might have a data flow state of "Downloaded"., such as Pending Download. For most other records, the label shows the workflow state The workflow state describes the current stage in a workflow as a result of the last action taken on a record. For example, a record might have the workflow state "Dispatched"., such as Pending Approval. The details page also shows the full status in text, such as Incomplete (Downloaded).

Tip:Hover over an icon to display its label.

Info:The topic Form Submission Workflow Status and States explains the parts of a status: workflow state, data flow state, and completion result The completion result describes the outcome of a finalized record. It displays as part of the record's status, after the workflow state. For example, a record that passed an Approval Workflow shows "Completed (Approved)", and a record that was edited and resubmitted shows "Completed (Corrected)"..

Dispatch icons

Dispatch The term "dispatch" refers to the act of sending a form to a mobile user or customer. Typically, a dispatched record includes some information pre-filled to give the recipient context for the work to be done. Dispatch can be manual or automated (using a Dispatch Data Destination or the TrueContext REST API). icons mark records that a dispatcher sent to a field technician, a group, or a FormSpace FormSpaces are where forms are stored and organized in the TrueContext Web Portal. A TrueContext Team may have multiple FormSpaces, depending on their needs. Admins can set FormSpace permissions to control which users have access to the forms in that FormSpace.. These icons appear on dispatched records, including records a field technician declined.

Icon	Label	What it means
	Pending Download	The system dispatched the record, but no field technician has downloaded or claimed it yet. The icon stays until the technician reconciles their device or claims the record from the Group Inbox.
	Downloaded	A field technician received the record in their Inbox or claimed it from the Group Inbox.
	Cancelled	The field technician declined the dispatched record.

Info:The topic Dispatching describes the ways to send a record to a user, a group, or a FormSpace.

TrueContext Teamwork icon

The TrueContext Teamwork TrueContext Teamwork is a feature that enables mobile users to transfer incomplete forms for other users to complete as part of a multi-user workflow. This can be useful for jobs that require someone else's expertise or that span multiple shifts. icon marks an unfinished record that a field technician submitted as incomplete or transferred. This icon applies only to forms with TrueContext Teamwork turned on.

Icon	Label	What it means
	Incomplete	A field technician submitted the record as incomplete or transferred it to another user. If the record went to the Group Inbox, it waits for a technician to claim it. If it went to a specific user, that user owns it. The icon stays the same whether or not a technician downloaded the record.

Info:The topic Introduction to TrueContext Teamwork describes how to transfer and claim records.

Approval Workflow icons

Approval Workflow icons mark records that need approval before they finish. These icons appear only for forms with an Approval Workflow set up.

Icon	Label	What it means
	Pending Approval	A field technician submitted a record that needs approval. Any user in a group with the Can Approve FormSpace permission can claim and review it.
	Changes Requested	An approver reviewed the record and sent it back to the field technician for changes.
	Completed (Approved)	An approver approved the record. The Approval Workflow for this record is finished.

Info:The topic Approval Workflows describes how to set up and manage approvals.

Correction icons

Correction icons mark completed records that someone reopened to correct. A record reopens in any of the following cases, depending on the form's corrections settings:

• A Web Portal user sends the record to a field technician for corrections
• A field technician corrects their own record from the Sent box on the Mobile App
• A field technician corrects another user's record from the Search box on the Mobile App

Icon	Label	What it means
	Reopened	Someone reopened the completed record for corrections, from the Web Portal or the Mobile App. The field technician correcting it hasn't sent the corrected record yet.
	Completed (Corrected)	A field technician sent the corrected record.

Info:The topic Form Submission Corrections describes how to set up corrections and send a record for corrections.

Completed and error icons

Completed and error icons show whether the system finished handling a record. The error icon can appear on a record in any workflow state.

Icon	Label	What it means
	Completed	A field technician sent a complete record, and the system processed it.
	Error	Something failed while the system handled the record. The error can be either of the following: The system couldn't process the record. The details page shows Processing Failed in the status. Processing Failed has no icon of its own. A Data Destination A Data Destination specifies where to send data from a submitted form. You can use Data Destinations to automate data sharing and storage, routing data to a specific service (such as email or cloud storage) in several different formats. or other action failed. To open the details page and review the error, select the record's Reference #.

Upload and processing icons

Upload and processing icons track a submitted record as it moves from the Mobile App to the Web Portal. Each icon matches a data flow state. While the record uploads or processes, the upload or processing icon temporarily replaces the workflow icon. The status text can already show the new workflow state, such as Completed (Approved), while the processing icon displays. When the system finishes, the record shows its workflow icon again.

Note:Most records pass through these states quickly. Uploading and Upload Failed can persist if the upload stalls.

Icon	Label	What it means
	Uploading	The system is uploading a newly submitted or transferred record. The record stays in this state if the field technician's device disconnects during the upload. If the record stays in this state for more than an hour, the upload times out and the record changes to Upload Failed.
	Uploaded	The system finished uploading the record.
	Upload Failed	The system can't upload the record. The cause can be any of the following: A server issue. The upload continues when the servers come back online. A connectivity issue on the field technician's device. The system retries the upload when the technician reconciles the Mobile App. The upload timed out after the record stayed in Uploading for more than an hour.
	Processing	The system received the record and is processing it.
	Processed	The system finished processing the record.

Assignment icons

Assignment icons show whether a record has an owner. The icon appears beside the Assignment field on the Form Submission details page, not on the submission list pages.

Icon	Label	What it means
	Assigned	A specific user owns the record and has the next action on it.
	Unassigned	No one owns the record yet. Who can take it depends on the record: Records for incomplete TrueContext Teamwork forms: a field technician can claim the record, or a dispatcher can reassign Assigning and reassigning control which users are responsible for dispatched records and for records in the Started state that have a draft. A dispatcher with the "Can Manage Assignments" FormSpace permission can assign a record to a user or group and reassign it if the original assignee is unavailable. Field users can also claim unassigned records from the Group Inbox. it. Records pending approval: only an approver can claim the record. Records dispatched to a group or FormSpace: a field technician in the group can claim the record.

Related topics

• Form Submission Workflow Status and States
• View Form Submissions in the Web Portal
• View the Details of a Form Submission
• View Form Submission Versions