Understanding the 10-State Submission Workflow - Help Center

Submission Workflow Stages

Each funding submission progresses through a 10-state workflow from creation to local authority export. Understanding these states helps you track progress and take appropriate actions.

Draft

Initial creation. Staff can edit all details, configure requirements, and refresh data from child records. Use this stage to ensure all information is correct before sending to parents.

Ready for Parent

Submission has passed validation checks and is ready to be sent. Click 'Send to Parent' to notify the family.

Sent to Parent

Parent receives email/SMS notification with a secure link. They have 7 days to complete the declaration.

Parent In Progress

Parent has accessed the submission and is actively completing the form. They may be reviewing child details, viewing the agreement, or providing required information.

Parent Submitted

Parent has completed all steps and digitally signed the declaration. The submission is now awaiting staff review.

Employee Review

Staff are reviewing the submission for accuracy, verifying eligibility codes, and checking documents. This is the decision point for approval or rejection.

Rejected

Submission requires corrections. Parent receives a new verification code and notification explaining what needs to be changed. They can resubmit through the portal.

Approved

Submission approved and ready for local authority export. The signed agreement is stored and the parent receives confirmation.

Final Validation

Optional stage for additional checks before export. Used when extra verification is required.

Exported

Included in export file sent to local authority. The submission is complete and archived for record-keeping.

Workflow Diagram

The typical workflow follows this path:

Draft -> Ready for Parent -> Sent to Parent -> Parent In Progress
     -> Parent Submitted -> Employee Review -> Approved -> Exported
                                           |
                                           -> Rejected (loops back to parent)

Tip: You can filter the submissions list by state to quickly find submissions at specific stages of the workflow.