Skip to main content

How proof status changes drive workflow stages

Changing a proof's status can automatically trigger a workflow to advance to its next stage. This article explains how status changes and workflow progression are linked.

Proof status vs. workflow decision​

A proof's status (the label you see on the asset, like "In Review", "Approved", or a custom status your workspace defines) and a workflow decision (Approve / Approved with changes / Needs rework on an approval stage) are technically two separate things. But they're connected: when a reviewer changes a proof's status — whether from inside edoro, from the shared review link, or through the proofing tool itself — edoro checks whether that status change also counts as a workflow decision, and if so, records it automatically. You don't have to also click the in-app decision buttons.

How a status name maps to a decision​

Because proof statuses are free-form text your workspace defines, edoro matches the status name against a few keyword patterns to decide what it means:

  • Status names containing words like rework, reject, decline, revise/revision, needs change → recorded as Needs rework
  • Status names containing with changes / w/ changes / approved with changes → recorded as Approved with changes
  • Status names containing approve, accept, sign-off → recorded as Approve
  • Anything else (e.g. "In Review", "Pending", "Processing", "Uploaded") → not a decision, and nothing happens

Where this applies​

This bridge only fires when all of the following are true:

  • The asset has a workflow attached, and its current active stage is an approval stage (production stages never use this — they're advanced by marking work complete, not by proof status).
  • The person changing the proof status is a reviewer with approve permission on that active stage — matched by their account, by their email if they're an invited external reviewer, or as an anonymous approver on a public review link.
  • That reviewer hasn't already submitted a decision on the stage.

Once recorded, it advances the stage through the exact same process as clicking Approve/Changes/Rework in the app — decision mode evaluation, stage completion, chaining to the next stage, and workflow completion all happen identically either way.

It's silent by design​

This is a best-effort convenience, not a guaranteed action. If the status doesn't match a recognized keyword, if the asset has no workflow, if the person isn't an approver on the active stage, or if they've already decided, the status change still goes through normally — it just doesn't affect the workflow, and no error is shown. If you expect a status change to have advanced a stage and it didn't, check that the status name actually matches one of the patterns above and that the person changing it is an approver on the currently active stage.