Statuses
What Each Status Means
Every booking note has exactly one status. The status determines what can be done with it and by whom. This page is the authority for both.
The statuses
| Status | Meaning |
|---|---|
| Draft | Created but not yet submitted. Still being worked on |
| Processing | The system is reading an uploaded document or an incoming email and building the booking note |
| Failed | The system could not build a booking note from the source |
| Pending Review | Submitted and waiting for a Freight Forwarder decision |
| Approved | Approved by the Freight Forwarder. Final |
| Rejected | Rejected by the Freight Forwarder. Final |
What each role can do at each status
| Status | Shipper | Freight Forwarder |
|---|---|---|
| Draft | Edit, Submit | Edit, Submit |
| Processing | No action | No action |
| Failed | View only | View only |
| Pending Review | View only | Edit, Approve, Reject |
| Approved | View only | View only |
| Rejected | View only | View only |
Duplicate is available at any status, to both roles. See Using the Requests List.
How a booking note moves along
Created manually
Draft → Pending Review → Approved
→ Rejected
The note stays in Draft while it is being completed. Save & Exit keeps it in Draft. Submit moves it to Pending Review.
Created from an upload or an email
Processing → Pending Review → Approved
→ Rejected
→ Failed
The note is created in Processing while the system reads the source. When extraction succeeds it moves to Pending Review. When it fails it moves to Failed.
Note that a booking note created by upload or email does not pass through Draft. It goes from Processing straight to Pending Review, where a Freight Forwarder can still edit it before deciding.
⏳ Coming soon — a Draft stage for extracted booking notes, so a booking note created from an upload or email returns to Draft for the creator to check and complete before it is submitted for review. Today those booking notes go directly to Pending Review.
Statuses that cannot change
Approved and Rejected are final. Neither can be edited, and neither leads to another status. A rejected booking note stays as it is permanently, as a record of what was reviewed and rejected.
This applies to everyone, including the Freight Forwarder who made the decision, and it applies however the note is opened, including through a direct link.
To act on something that has been rejected, duplicate it. The duplicate is a new booking note in the initial editable status, with the form data copied and the approval, transmission and processing history left behind. Correct it and submit it as a new booking note. See Using the Requests List.
Where to see the status
- The Status column in the Requests list, which can be filtered and searched.
- The File Information section at the top of the booking note, shown as a badge.
- The Recent Requests table on the Overview page.
Why a status will not change
| Situation | Reason |
|---|---|
| Cannot open a booking note | It is in Processing. Wait and refresh |
| Cannot edit a submitted booking note (Shipper) | Pending Review is view-only for Shippers. Contact the agent |
| Cannot edit after a decision | Approved and Rejected are final for both roles |
| Submit does nothing | Required fields are missing. See Errors and Warnings |
| Stuck in Failed | Failed booking notes cannot be reprocessed. Submit a new one. See How Documents and Emails Are Read |