In this article we're going to dive into the system workflow for Field Reports in Pegasus. Refer to the diagram below to understand the system workflow and various report statuses for Field Reports created in Pegasus:

When a report is created in Pegasus it is in a Draft state by default.

When a report is in Draft state, the user that created the report (the original author) can edit, modify, remove, and Submit the report as-needed.

Field Reports that are in a Draft state will remain so until the Report is Submitted.

Also, reports that need to be removed will need to be in a Draft or Rejected state and removed by the original author.

NOTE: Information and Data belonging to a Draft report will not be seen elsewhere in the system until the report is Submitted & Approved (ex. Photos belonging to a Draft report will not be seen in the Photos page until the report is Approved).

REMEMBER: You must have Field or Manager Project Permissions to create and edit Field Reports while in a Draft State.

When your Draft report is completed, users can Submit the Field Report for review. Once Submitted, the original author is essentially handing over his or her report to be reviewed by Manager permission users for the project.

The original author can no longer modify their report once Submitted.

Manager permission users can review and edit the submitted report, approve the submitted report or reject the report.

If a Submitted Report needs to be sent back to the original author, Manager Permission users can Reject the Submitted Report. While a report is in a Rejected state, the original author can modify the report again and Re-Submit for approval or Remove the report completely - Rejected states function very similar to the Draft state, however it is denoting that the report, at one point, was Submitted and not Approved.

Reports that have been Submitted can be Approved by Manager permission users. Once a Report is Approved, it can no longer be modified or removed. The Approved report is locked and all data belonging to that report can now be viewed elsewhere (ex. Pay Items will be calculated and displayed on the Analytics page and also displayed in Pay Estimates if the report belongs to the pay period established).

Mistakes happen, things get missed. In Pegasus, Manager permission users can now Un-Approve Reports to correct data or remove an unwanted report. Un-Approving Reports will kick the Approved report back into Submitted state where Manager permission users can modify, reject, and re-approve that report.

NOTE: Field Reports can only be Un-Approved if they do not belong to an APPROVED PAY ESTIMATE (see the Payments help section for more information).

One final note on Field Report Versions & Workflow Statuses and actions in Pegasus. To ensure full audit capabilities a PDF version of each report is saved and accessible in Pegasus. Report Versions are created when Field Reports are Submitted and Approved. Therefore, each Approved report you see on your project has two versions available: the original, submitted copy AND the approved copy.

If a Draft report is Submitted then Rejected and Re-submitted, there will be 2 submitted versions available for that report. If a report is Un-Approved and and Re-Approved there will now be another version available upon re-approving.