Evidence Record lifecycle in Evidence Hub

An Evidence Record moves through defined lifecycle states from draft setup through Awaiting Response, Awaiting Review, and Archive. Each state controls who can edit, submit, review, and close the record.

Active lifecycle states

Active states support request creation, response work, and review actions.

Draft

Draft is the preparation state before the request is sent.

• Owners define record details, labels, and participants.

• The record is not yet in respondent workflow.

Awaiting Response

This state starts after the owner sends the request to the respondent.

• Respondents and alternate respondents can provide and update evidence.

• Owners can monitor progress and conversation activity.

Awaiting Review

This state starts after the respondent submits evidence.

• Owners and reviewers evaluate response content and files.

• They decide whether to accept or reject the submission.

Decision states

Decision states reflect review outcomes and next actions.

Accepted

Accepted means the submission satisfied request requirements for the current cycle.

Rejected

Rejecting is a review action, not a separate lifecycle status. When an owner or reviewer rejects a submission, the record returns to the Awaiting Response status so the respondent can revise the evidence and resubmit.

Status label alignment

Lifecycle status (docs)	Common UI variant	Interpretation
Draft	Draft	Prepared but not sent.
Awaiting Response	Awaiting response	Same state.
Awaiting Review	Awaiting review	Same state.
Awaiting Response (after rejection)	Rejected	A rejected submission returns the record to Awaiting Response for correction and resubmission.
Accepted	Accepted	Accepted for current cycle.

Use canonical status names in documentation. Minor label casing can vary by user interface surface.

Archived behavior

Archived records remain accessible for viewing based on permissions, but editing is closed.

Auto-archive by expiry

Accepted records can move to archived status automatically when the expiry date is reached.

Manual archive

Owners and Evidence Admins can archive records manually according to policy.

What users can still do after archive

Users with access can read archived content and follow discover and download restrictions.

Evidence Admins are able to override the discoverability rules and view all records, regardless of whether they are marked as discoverable or non-discoverable. Evidence Professional and Evidence Contributor role allows them to discover the record based on record-level and label-level discoverability configurations.

Action after archive	Behavior
Read record	Allowed for users with read access.
Submit or edit response	Not allowed.
Download files	Allowed only if download rules permit.