Workflow Status Overview
Each repair moves through six statuses from intake to archive. This guide explains what each status means, what actions are allowed, and how repairs transition between them.
Note: The standard status flow is linear with one branch. Repairs travel In Progress → Needs Review → Ready to Send → Portal Sent → Archived. The branch: from Needs Review, a reviewer may reject the repair back to Insufficient Evidence, which returns to the workflow once feedback is addressed. If the organization or location has Skip Review enabled, the Needs Review and Insufficient Evidence statuses are not used. In that case, repairs move directly from In Progress to Ready to Send.
In Progress
What this status means
Repairs in In Progress are actively being built. Users gather documentation, complete requirements, and set up the repair plan.
Allowed actions
- Add media (photos, videos, documents)
- Label and organize documentation
- Link documentation to repair lines
- Build or modify the repair plan
- Complete documentation requirements
How repairs enter this status
- A user clicks Create on the Create Portal page. The portal moves immediately into In Progress after creation.
How repairs leave this status
- Once all requirements are fulfilled and the user clicks Send to Review, the repair moves to Needs Review.
- If Skip Review is enabled for the organization or location, the repair moves directly to Ready to Send.
Needs Review
What this status means
Repairs in this status have fulfilled all required documentation and now must undergo a manual review process.
Allowed actions
- Review the repair
- Approve or reject
- Only users with review permissions may take action
How repairs enter this status
- A user selects Send to Review from the In Progress status.
How repairs leave this status
- Approve → moves to Ready to Send
- Reject → moves to Insufficient Evidence
Insufficient Evidence
What this status means
A repair has gone through manual review but failed to meet standards or is missing specific supporting documentation.
Allowed actions
- Same actions as In Progress (add media, relabel items, link documentation, update repair plan)
- Can resubmit back to Needs Review
How repairs enter this status
- A reviewer selects Reject during the Needs Review process and submits feedback.
How repairs leave this status
- After addressing feedback, the user selects Send to Review, and the repair returns to Needs Review.
Ready to Send
What this status means
The repair has been approved by a reviewer and is now ready to be shared externally with stakeholders (customers, insurance representatives, OEMs, etc.).
Allowed actions
- All normal editing actions (add, label, and link media)
- Share externally becomes available
- Modify or update the repair for accuracy
How repairs enter this status
- A reviewer selects Approve during the review process.
How repairs leave this status
- When the repair is shared externally, it moves to Portal Sent.
- If a user selects Archive, the repair moves to Archived.
Portal Sent
What this status means
The repair has been shared externally with at least one related party via a secure link.
Allowed actions
- Same as Ready to Send
- Continue updating the repair if needed
- Continue sharing with additional parties
How repairs enter this status
- The user shares the repair externally using the Share workflow.
How repairs leave this status
- If a user selects Archive, the repair moves to Archived.
Archived
What this status means
The repair has been completed, and the vehicle has been delivered. The work file is locked from further modification.
Allowed actions
- View only
- No new media or edits can be made unless a user chooses to Re-open the archived file. If re-opened, the repair returns to Portal Sent status.
How repairs enter this status
- A user manually selects Archive for any repair past the review stage (Ready to Send or Portal Sent).
How repairs leave this status
- A user with proper permissions may select Re-open to restore the file for editing.
What's next?
Now that you understand the status lifecycle, learn how to set up the repair plan. That's the first major task on a new repair.