How to add an update or a note to a ReChive entry
How to change the status of an entry, approve or reject it, mark it as completed, and add notes and files to it.
To change the status of a ReChive entry, open the entry, go to its "Logs" tab, click "Add an update", choose one of the actions, optionally add a summary, a note, and files, and click "Save". To add information without changing the status, click "Note" instead. Every update is added to the entry's history, so you can always see who did what and when.
Updates are how an entry moves forward. In many teams, different people handle different steps: one member saves an invoice, a manager approves it, and someone else pays it. Each of them adds an update to the same entry.
Statuses
An entry always has one of these statuses:
- Pending: something still has to be done about the entry.
- Problem: something is wrong and has to be resolved before moving forward.
- Rejected: the entry has been reviewed and rejected.
- Approved: the entry has been reviewed and approved for the next steps.
- Done: all the necessary actions have been taken.
New entries start as "Pending" or "Done", depending on the initial status you chose in the entry form. Pay slips are always done.
Adding an update
- Open the entry from the "Pending" or "All entries" list.
- Go to the "Logs" tab and click "Add an update". The "Add an update log" form opens.
- Choose one of the actions. Only the actions that make sense for the entry's type and current status are shown.
- Optionally, enter a summary, write a note, and attach files, such as a signed copy, a reply, or a proof of payment.
- Click "Save".
The actions are grouped into three sections.
The state of the entry
- "Requires action": sets the status back to "Pending", for example when an entry you marked as done needs more work.
- "Has a problem": sets the status to "Problem", for example when an invoice has a wrong amount.
- "Completed": sets the status to "Done". You are asked for the "Completion date", the date on which the last action was taken. Done entries no longer appear in the "Pending" list unless they have a reminder that is due or still have to be shared with a required share target.
Make a decision
- "Approve": sets the status to "Approved", indicating that the entry has been reviewed and can move on.
- "Reject": sets the status to "Rejected". If nothing else has to be done, you can mark the entry as completed later.
Take an action
- "Record the payment": records the payment of an invoice. The status of the entry does not change. See Recording a payment for an invoice.
- "Record the receipt": attaches the receipt for an invoice that has been paid. The status of the entry does not change.
- "Disable all reminders": available for rejected entries. It turns off the reminders of the entry, so it no longer appears in the "Pending" list.
Adding a note
If you want to add information without changing the status, click "Note" on the "Logs" tab. In the "Add a note" form, you can enter a summary of up to 50 characters, a note of up to 2,000 characters, and attach files. Notes are useful for recording phone calls, adding a reply you have sent, or explaining a decision.
The text of notes is searchable. Choose "Description/Note" in the search to find an entry by the text of its notes.
The history of an entry
The "Logs" tab lists everything that has happened to the entry:
- every update and note, with its author, date, summary, note, and files;
- every edit of the entry, with a table of the fields that were changed and their old and new values, recorded automatically;
- files added to or removed from the entry.
The files of all the updates are also listed together on the entry's "Files" tab.
You cannot add updates or notes to an entry while it is deleted. Restore it first. See Deleting and restoring an entry.
Who can add updates
Adding updates and notes requires the permission to edit ReChive entries. The workspace owner decides which members have it. See Manage the permissions of your workspace members.
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