At a glance
| Current state | Action | Next state | Control |
|---|---|---|---|
| New term | Select + New Term and save | Draft | Name and definition are required. |
| Draft | Select Submit | In Review | A transition reason is required. |
| In Review | Select Approve | Approved | The creator, submitter, or last content editor cannot approve. |
| In Review | Select Reject | Draft | A rejection reason is required. |
| Approved | Select Send for Review | In Review | Prior approval metadata is cleared. |
| Approved | Select Deprecate | Deprecated | A deprecation reason is required. |
| Deprecated | Select Reactivate | In Review | Reactivation does not approve the term. |
| Any visible term | Select History | Version History | History shows change, reason, communication evidence, status, actor, and time. |
How it works
- Open Terms.
- Select + New Term.
- Enter the meaning and save the Draft.
- Select Submit and provide the submission reason.
- Ask an eligible administrator to select Approve.
- Use Reject when the wording needs more work.
- Use Send for Review when an Approved meaning needs reassessment.
- Use Deprecate when the term should no longer govern new usage.
- Select History to review the recorded lifecycle.
Example
A policy owner creates “material incident” as a Draft. They select Submit and record the source change. A different administrator reviews the meaning and selects Approve. Months later, guidance changes. The owner selects Send for Review. The term returns to In Review, and the earlier approval metadata is cleared.
What this does not mean
Editing an Approved term does not automatically change its status. Use Send for Review when changed wording needs reassessment. The lifecycle records application actions. It does not provide an electronic signature or external release approval. Approved terms cannot be deleted directly; deprecate them first.
Related questions
Next step
Create one Draft term. Move it through review with a second administrator. Then confirm the evidence in Version History.
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