Understanding document statuses

Every document in Fluent has a status that tells you where it is in the processing lifecycle. You can see the status on the Documents list and on each document's detail page.

The seven document statuses

Draft

A Draft is a document Fluent has read but that has not been submitted for approval yet. You'll see this when:

• A document has just been uploaded and is being set up

• Approvers have not been configured on the Agent

• Someone is still editing extracted fields before submitting

Drafts move to Pending automatically once the document is ready for review.

Pending

A Pending document is waiting for approval from one or more reviewers. Use the Awaiting my approval filter to quickly find documents you personally need to act on.

Approved

Approved means all required approvers have signed off. The document is ready to be processed into your ERP or other connected system, and it moves to Processed once processing succeeds.

Rejected

A Rejected document has been turned down by an approver. It moves back to Pending automatically when someone edits it and resubmits.

Processed

Processed means Fluent successfully sent the document to the target system. No further action is needed.

Error

An Error status means processing failed. Open the document to see the error details, fix the underlying issue, and reprocess. Common causes:

• A required field could not be matched against ERP data

• The ERP connection returned an error

• The document could not be extracted cleanly

If it cannot be resolved, contact [email protected].

Waiting

Waiting applies to AP Invoices only. The invoice is waiting for matching receipts before it can be processed. Once the receipts are posted in your ERP, the invoice moves forward automatically.

How statuses change

The typical flow for a document is Draft, Pending, Approved, Processed.

Common variations:

• A reviewer rejects it, and an edit pushes it back to Pending

• An AP Invoice without matched receipts enters Waiting first

• If processing fails, the document lands in Error and can be reprocessed

Filtering documents by status

Use the status filter in the Documents toolbar to narrow the list. In addition to the seven statuses above, there is one special filter:

• Awaiting my approval shows only documents pending your approval

Activity timeline

Each document has a full activity timeline on its detail page that shows every status change and action taken. Events logged include:

• Uploaded: the document was received

• Processing succeeded / failed

• Approved / Rejected: with the user who took the action

• Edited: extracted fields were updated

• Deleted / Restored: moved to or from Trash

• Rolled back: reverted to a previous version