Understanding Workflow Request Statuses

What's my access level?

Access Level: Member, Leader, Manager, Student Org Admin or Org Admin

This article is intended for users with Member, Leader, Manager, Student Org Admin or Org Admin access in Suitable. If you don’t have one of these roles, some of the steps outlined below may not be available in your account.

Keep in mind... 

Every request shows a status, so students and administrators can see at a glance whether a request is waiting on them, waiting on someone else, or finished.

Note: A status describes the request from your point of view. The same request can show Needs Your Action for the student who must fill out a form and Not Participating for an administrator who has no task in it.

What each status means: 

• Draft: The request has been started and saved but not submitted yet.
• Needs Your Action: You can act on the request now. For example, you need to fill out a form or review an approval step.
• Waiting: You are part of the request, but someone else needs to act first.
• Not Participating: The request is in progress, and you have no role in it at this point in time. Administrators often see this on the All Requests tab.
• Completed: Every step is done.
• Denied: A reviewer denied the request.
• Canceled: The owner or an administrator canceled the request. A canceled request cannot be reopened.

The Requests list sorts requests by status in the order above, so the requests that need you appear near the top.

How to read a status on the Requests list: 

1. Navigate to Requests on the left sidebar. A red count next to Requests shows how many requests need your action.
2. Find the Status column. A request that is still moving shows a blue In Progress chip with a second label below it.
3. Read the second label. Needs Your Action appears with a red "!" marker.

4. On the All Requests tab, administrators see Not Participating under In Progress for requests they have no task in. Finished requests show a green Completed chip.
5. Check the Current Task column to see which step the request is on. A finished request shows "--".

Note: Only Org Admins and Student Org Admins see the All Requests tab. Leaders and Managers see their own requests on My Requests.

How to see only one status: 

1. On the Requests page, select Filter.
2. Expand Status and check the statuses you want to see.
3. Select Apply Filters.

Learn more in Filtering Workflow Requests.

Good to know 

When a request needs your action, Suitable can also email you. Choose which emails you get Managing Workflow Email Notifications

Get more from Suitable 

Administrators can track every request across their student organizations in one place. Learn how in Viewing All Requests within an Organization.

If you have additional questions, chat with us below or send us an email at support@suitable.co.