Calibration event status reference | Guides

Calibration events only move through the rules below.

Lifecycle flow

draft -> awaiting_approval -> approved -> superseded
  |             |               |
  |             v               -> voided
  |          rejected
  |             |
  |             -> draft
  |             -> cancelled
  -> cancelled

Status meaning and next step

Status	What it means	Allowed next status	What to do
`draft`	Work is being prepared and can be edited	`awaiting_approval`, `cancelled`	Complete result and attach current certificate, then submit. Cancel with reason if not doing this work.
`awaiting_approval`	Event is frozen for review	`approved`, `rejected`	A different authorised reviewer reviews the frozen content and certificate, then approves or rejects.
`rejected`	Event needs correction	`draft`, `cancelled`	Read the rejection reason, reopen, correct, then submit again.
`approved`	Controlled evidence approved	`superseded`, `voided`	Leave unchanged; create supersession if replacement needed.
`superseded`	Replaced by newer approved event	None	Keep this event for history.
`voided`	Event is explicitly made ineffective	None	Open a new calibration event later. Keep voided record for history.
`cancelled`	Work was deliberately stopped	None	Do not reopen this event.

approved, superseded, voided, and cancelled are final states and stay in history.

Submission rules

Before submission, each event needs:

event result (passed, passed_with_limitations, failed, or indeterminate)
result summary
current retained certificate
valid requirement, equipment, and organisation context

The submitted requirement revision and certificate version are frozen while under review. Certificate replacement is not available while awaiting_approval. The person who performed/submitted cannot approve their own event.

Approval outcomes

Result	Effect on scheduling	Other outcome
`passed`	Becomes the accepted schedule baseline for that requirement and recalculates next due date	Event becomes approved evidence
`passed_with_limitations`	Same scheduling rule as passed	Limitation text remains in evidence
`failed`	No schedule advance	Equipment is quarantined and an out-of-tolerance case opens
`indeterminate`	No schedule advance	Equipment is quarantined and an out-of-tolerance case opens

Approving older acceptable work does not replace a newer acceptable schedule if one exists.

Failed as-found evidence remains visible even when the overall result passes. Saving failed or indeterminate evidence creates a provisional concern and stops use immediately; the final investigation opens at approval. Passing as-left work or correcting a draft does not erase the finding or release equipment. Permitted engineers can record a reasoned manual concern before approval. Independent quality review and a separate authorised equipment-release decision are required; an unsaved selection does not change equipment status.

Correcting rejected work

Reopen to draft.
Fix editable fields.
Replace certificate if needed.
Resubmit.
Get a different authorised reviewer to approve.

All previous submissions and versions are retained.

Supersede approved work

On an approved event, select Create supersession and add a reason.
Record new work and certificate as a draft event.
Submit and get independent approval.
When replacement is approved, the original event becomes superseded.

Only one open supersession can exist at a time for one approved event.

Void approved work

Voiding requires permission, correct version, and reason.

It keeps the original evidence for audit history.
Schedule recalculates from other effective events and/or manual adjustment.
Voiding does not create replacement work automatically.

Create a new event when fresh calibration is needed.

Permissions

Different actions require distinct permissions: create, update, assign, submit, approve, reject, reopen, cancel, supersede, and void.

Permissions are checked in the service layer; UI visibility does not bypass workflow or organisation rules.