> ## Documentation Index
> Fetch the complete documentation index at: https://docs.batchlane.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Documents and QA

> How Batchlane treats documents as linked operational records.

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](/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)               | 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](/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](/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

1. Open Documents.
2. Filter for missing, uploaded, rejected, or retained work.
3. Open the linked record before reviewing the file.
4. Accept the current version only when it matches the source record.
5. Reject with a reason that tells the uploader what to correct.
6. 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](/receiving), [Production](/production), [Reports](/reports), [Common errors](/common-errors).