Documents and QA - Batchlane Docs

Documents are operational records. They should be linked to the lot, run, supplier, report, import, export, or shipment they support instead of living in a separate folder process.

Document rules

Document type	Trigger	Linked target	Normal status path	QA note
COA	Receiving	Lot	Missing to uploaded to reviewed	QA verifies supplier lot, item, dates, and required specs.
Supplier doc	Supplier onboarding or QA upload	Supplier, item, or lot	Uploaded or reviewed	Use for approvals, spec sheets, and recurring supplier documents.
Batch attachment	Production	Production run	Uploaded or reviewed	Use for traveler scans, photos, deviations, and supporting records.
Audit file	Manual QA or export process	Organization, lot, run, or report	Uploaded or reviewed	Use for third-party audit evidence and compliance packets.
Export	Reports, traceability, jobs	Report, traceability export, import/export job	Uploaded or reviewed	Use for generated files the team may need to send externally.
Shipment doc	Orders	Shipment	Missing or uploaded	Use for packing lists, bills of lading, or shipment evidence.

Status meanings

Status	Meaning	What to do
Missing	Batchlane knows the file is required but it has not been accepted yet.	Upload the file or resolve why it is required.
Uploaded	A file or placeholder exists but still needs QA review.	QA accepts or rejects the version.
Reviewed	QA accepted the file for operational use.	No action unless a replacement is needed.
Rejected	QA found the file unacceptable.	Upload a corrected replacement or document the rejection.
Retired	File is retained historically but removed from active review.	Restore only if it needs active review again.

Review flow

Open Documents.
Filter for missing, uploaded, rejected, or retained work.
Open the linked record before reviewing the file.
Accept the current version only when it matches the source record.
Reject with a reason that tells the uploader what to correct.
Retire documents only when the team has a retention reason.

Common QA issues

Upload a file before accepting a missing document.
Review the current document version. If someone uploads a replacement while you are reviewing, reload the document.
Retired documents cannot be accepted or rejected until restored.
Rejected documents create follow-up work until a replacement is accepted.
COAs should be reviewed before consuming lots whenever the customer’s food safety program requires it.

Related pages: Receiving, Production, Reports, Common errors.