Form Submission Workflow Status and States

The term Form Submission refers to a dispatched or submitted form, also known as a record. Two metadata fields—the workflow state and the data flow state—help you track the record through a workflow. Some records also have a completion result, such as Approved.

This topic describes how the Workflow Status combines these fields to give you an “at-a-glance” view of the record within a workflow.

Info:The workflow status, workflow state, and data flow state are new metadata fields that replace the status, state, and data state fields. You can start using the new fields now. You must switch to the new fields before September 30, 2025, when the old fields will be deprecated. The topic Changes to Work Management Metadata describes these changes and what you need to do.

What is the 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. A workflow state describes the current stage in a workflow as a result of the last action taken on that record.

Statuses with combined fields

Some statuses include a data flow state or completion result, enclosed in parentheses.

• A data flow state describes how data from a dispatched or submitted record moves between the Web Portal and the Mobile App.The following image demonstrates how a record status combines a workflow state and a data flow state.

  

• A completion result describes records that were approved (Enterprise tier) or corrected (Advanced and Enterprise tiers).

  The following image demonstrates how a record status combines a workflow state and a completion result.

  

Statuses with only one field

The following example shows a record status that only displays the workflow state, not the data flow state or completion result.

Workflow state

A workflow state describes the current stage in a workflow as a result of the last action taken on that record. A record can have any of the following workflow states:

• Dispatched: The record was dispatched to a field technician. The record remains in this state until a field technician submits or declines the record, or transfers a TrueContext Teamwork-enabled record (Enterprise tier only).

  Dispatched also describes records dispatched to a group or 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. (Enterprise tier only).

• Incomplete: A field technician transferred an incomplete TrueContext Teamwork TrueContext Teamwork is an Enterprise tier 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.-enabled record (Enterprise tier only). The record might be assigned to another technician or available for a technician to claim or a dispatcher to reassign.

• Pending Approval: A field technician submitted a record that requires approval. Any user in a group with the Can Approve FormSpace permission can claim and review the record. This workflow state is specific to records with an Approval Workflow set up (Enterprise tier only).

• Changes Requested: A supervisor requested changes to the submitted record as part of an Approval Workflow (Enterprise tier only).

• Reopened: A supervisor sent a completed record back to a field technician to make corrections.

• Completed: A field technician submitted a completed record. This includes records that have been corrected (Advanced and Enterprise tier only) and records approved through an Approval Workflow (Enterprise tier only).

• Cancelled: A field technician declined the record after a dispatcher or the system dispatched it to them.

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. A record can have any of the following data flow states:

• Pending Download: The record has been dispatched, reopened, sent for changes in an Approval Workflow (Enterprise tier), or transferred with TrueContext Teamwork (Enterprise tier). However, a field technician has not downloaded it. The technician must reconcile their device to download the record or claim it from the Group Inbox.

• Downloaded: A field technician has downloaded the record to their mobile device or claimed the record.

• Uploading: The system is uploading a newly submitted or transferred record. The record remains in this state if a field technician’s device disconnects during the upload.

• Upload Failed: The system can’t upload the submitted record. This might be:

  • A server issue. The upload will continue when servers are back online.

  • A connectivity issue on a field technician’s device. The system will retry the upload when the field technician reconciles the Mobile App.

• Uploaded: The system finished uploading a newly submitted or transferred record.

• Processing: The system received and is processing the record.

• Processing Failed: The system can't process the submitted record due to an error.

• Processed: The system processed the record successfully.

A status changes when:

• A dispatcher dispatches a record.
• A field technician sends a completed or corrected record, or transfers a record for an incomplete TrueContext Teamwork-enabled form.
• A dispatcher reassigns an incomplete record for a TrueContext Teamwork-enabled form (Enterprise tier only).
• An approver approves or requests changes to a record that requires approval through an Approval Workflow (Enterprise tier only).
• A dispatcher sends a record for corrections (Advanced and Enterprise tiers only).
• A field technician declines a record dispatched to them.
• The system returns an error, dispatches a record, or processes a submitted record.