Visit Status Workflow¶
Every visit in FieldOps follows a structured workflow that helps organizations maintain data quality, accountability and consistent review processes.
As a visit progresses, its status reflects where it is in the monitoring lifecycle.
Visit Workflow¶
A typical visit follows the workflow below.
If issues are identified during the review process, the visit may also be rejected and returned for correction.
Draft¶
A visit is initially created in the Draft status.
At this stage:
- Monitoring responses can still be updated.
- Supporting evidence can be added or removed.
- The visit has not yet been formally submitted for review.
Draft visits are ideal when data collection is still in progress.
Submitted¶
Once the visit is complete, it can be submitted.
Submitting a visit indicates that the field officer has finished entering the required information.
Before submission, FieldOps validates:
- Required monitoring fields.
- Visit details.
- Monitoring responses.
If validation is successful, the visit moves to the Submitted status.
Reviewed¶
A reviewer can examine the submitted visit to ensure the monitoring information is complete and accurate.
During review, they may:
- Verify monitoring responses.
- Review uploaded evidence.
- Check observations and recommendations.
- Confirm data quality.
Review helps ensure monitoring information meets organizational standards before approval.
Approved¶
Once the reviewer is satisfied, the visit can be approved.
Approved visits become part of the organization's official monitoring records and are available for:
- Reporting
- Dashboards
- Business Intelligence
- Historical analysis
- Audit and compliance activities
Approved visits provide a trusted record of completed monitoring activities.
Rejected Visits¶
If issues are identified during review, the visit can be rejected.
Common reasons include:
- Missing information.
- Incorrect responses.
- Insufficient supporting evidence.
- Data quality concerns.
The field officer can update the visit and resubmit it for review.
Tracking Visit Progress¶
The current status of every visit is displayed throughout FieldOps, allowing users to quickly determine whether a visit is:
- Still being completed
- Awaiting review
- Under review
- Approved
This provides clear visibility into monitoring progress across programmes and projects.
💡 Best Practices¶
To keep the review process efficient:
- Complete all required monitoring questions before submitting.
- Upload supporting evidence where appropriate.
- Review the visit for accuracy before submission.
- Address reviewer feedback promptly if a visit is rejected.
Following these practices helps reduce delays and improves the quality of monitoring data.
➡️ Next Step¶
Continue to Review a Visit to learn how reviewers examine monitoring responses, supporting evidence and visit history before approving a visit.