Request Status, Activity Status, & Recipient Status
Written by Michelle Henley
Updated at July 3rd, 2025
Table of Contents
Request Status
Once submitted, a request enters the approval workflow. The approval workflow is defined by your organization during the onboarding process. A user can view where a request is in the approval workflow by clicking on the request status.
Request status defines the overall status of a request.
Request Status can be found in the Details Request box. In the example below, the request is In Progress.
Request status can also be found in the Approver tab, Submissions tab, and View All Requests. In all cases, the status will be displayed in the same way. In the example below, the Request Status can be seen in the last column of the Submissions tab.
Each status in the system is associated with a color to allow users to more easily identify the status of a given request.
| Request Status | Color | Description |
|---|---|---|
| New | N/A | A request will be in New status until data is entered and the submitter clicks Save. Request Admins are not able to view requests in New status. |
| Draft | White | A request will be in Draft status once a user saves a request as draft by clicking on the Save And Exit button. |
| In Progress | Light Blue | Once a request is submitted, the request will be In Progress while it goes through the approval process. |
| Approved | Green | A request will be in Approved status once an approver has taken an action on the request and no other approvals are needed. |
| Recorded | Green | A request will be Recorded status if it has been submitted but no Approvers are required for that request type. |
| Cleared | Green | A Conflict of Interest (COI) disclosure will be shown as Cleared after an Approver has reviewed the circumstances and determined that, while a potential conflict exists, the submitter is cleared to proceed with the circumstances. |
| No Conflict | Green | A Conflict of Interest (COI) disclosure will be shown as No Conflict if an Approver has reviewed the disclosure and determined that there is no conflict of interest. |
| Approved with Conditions | Orange | If a request is in Approved status and a mitigation task is added, the status will be changed to Approved with Conditions. |
| Cleared with Conditions | Orange | If a request is in Cleared status and a mitigation task is added, the status will be changed to Cleared with Conditions. |
| Rejected | Red | A request will be Rejected status if an Approver has rejected the request. |
| Rejected (COI) | Red | A Conflict of Interest (COI) disclosure will be shown as Rejected when the disclosure presents an actual conflict of interest and is not permitted. |
| Canceled | Black | A request will be put in Canceled status if the submitter of the request cancels the request by clicking on the Cancel Request button. |
| Retired | Black | A Conflict of Interest (COI) disclosure can be marked from Cleared to Retired by the submitter once the circumstances of the conflict are no longer applicable. Note: Retired COIs cannot be reopened. |
| Expired | Red | An engagement will be expired when it has reached it's auto-calculated (or manually adjusted) expiration date. |
| Processing | Orange Spinner | A request that is in progress of being submitted will show Processing with an orange spinner. This is an intermediate status, and will be automatically updated once the submission completes. More information on this status can be found here |
The screenshot below shows the Request Status as well as an example of the color scheme.
Activity Status
Request Status defines the overall status of the request, whereas Activity Status defines the status of just the request activity. Activity status begins when the requests is submitted for approval. In request types that have a separate activity and recipient(s), the Activity Status of the request is displayed within the approval workflow and the the request itself.
In this example, the Activity Status is green and Approved. (Note that the overall Request status shown in the details request box is still In Progress. This request is still In Progress because the recipient(s) have not been approved yet.)
| Activity Status | Color | Description |
|---|---|---|
| Awaiting Approval | Light Blue | Once the activity is submitted it is changed to Awaiting Approval status. |
| Update Pending | Black | Activity status will be shown as Update Pending if either the submitter or approver have triggered an update. |
| Approved | Green | An Activity will be in Approved status once an approver has taken an action on the activity. (The activity in a request can be approved separately from the recipient(s). |
| Approved with Conditions | Orange | If an Activity is in Approved status and a mitigation task is added, the status will be changed to Approved with Conditions. |
| Recorded | Green | A request will be Recorded status if it has been submitted but no Approvers are required for that request type. |
| Rejected | Red | If the request activity is rejected by an approver, the entire request will be moved to Rejected status. |
| Canceled | Black | If a submitter cancels the request activity, the entire request will be moved to Canceled status. |
| Processing | Orange | An activity that is in progress of being submitted will show Processing. This is an intermediate status, and will be automatically updated once the submission completes. More information on this status can be found here |
Recipient Status
Request Status defines the overall status of the request, Activity Status defines the status of just the request activity, and Recipient Status defines the status of each recipient within the approval process.
Recipient status begin when recipient(s) enter Draft status. In request types that have recipient(s), the Recipient Status is displayed within the approval workflow and next to each individual recipient.
| Activity Status | Color | Description |
|---|---|---|
| Draft | White | Recipient(s) will be in Draft status until it is submitted for approval. |
| Awaiting Approval | Light Blue | Once the recipient(s) is submitted it is changed to Awaiting Approval status. |
| Update Pending | Black | Recipient status will be shown as Update Pending if either the submitter or approver have triggered an update. |
| Approved | Green | A recipient will be in Approved status once all applicable approver(s) have taken an action and approved the recipient. |
| Recorded | Green | A recipient will be Recorded status if it has been submitted but no Approvers are required for that request type. |
| Rejected | Red | If a recipient is rejected by an approver, the recipient status will be Rejected. |
| Canceled | Black | If a submitter cancels the recipient, the status will be shown as Canceled. |
| Approved, but Canceled. | Black | Recipient(s) are put in Approved but Canceled status if they are canceled by the submitter after they are fully approved by all approvers. |
| Processing | Orange | Recipient(s) that are in progress of being submitted will show Processing. This is an intermediate status, and will be automatically updated once the submission completes. More information on this status can be found here |