Document Readiness, Issuance, and Voiding
Official documents move through a controlled lifecycle. The system checks the record at each stage, but Staff must still verify the person, document type, and source information before proceeding.
Available now. Last reviewed: 19 August 2026.
- 1Draft
- 2Submitted
- 3Verified
- 4Issued
Move a document through its lifecycle
Verify and issue an official record
- Open the document registry and confirm the student, document type, and current lifecycle status.
- Submit a complete draft for review.
- Verify only when the required school, student, enrollment, grade, and authority details are present for that document type.
- Before issue, check the final preview, status, and controlled stock when applicable.
- Issue the document once, then confirm the registry shows the issued record and its reference details.
What happens next
Issuing records the official outcome in the document registry. It does not correct the underlying student or school data; source-data errors must be fixed by the responsible owner.
Related guides
For document lifecycle or registry problems, see Staff troubleshooting.
Troubleshooting
The wrong student or type was selected
Do not issue it. Resolve the incorrect draft under school policy, then create or continue the correct record.
A document is already issued
Do not issue another copy from a new draft. Check the registry, then follow the school's replacement or voiding procedure.
Stock was reserved or status changed by another person
Refresh the registry and stop if the current state is unclear. Escalate the conflict to the document administrator.
A document must be voided
Confirm the record, reason, and school authority first. Void only through the authorised process so the registry keeps the audit trail.