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.