Every version of a document has a status. The list also has filters that group some of those statuses for searching. This article explains both.
Version statuses
Required — a placeholder document with no file uploaded yet. Often created when your organisation expects a certain FSMS document.
Draft — a file is uploaded but not activated. It isn't the live version.
Current — the active version. This is the one people should use and that auditors treat as live. Internally this is the active status.
Superseded — replaced by a newer current version. Kept for history.
Archived — retired. Locked from further status changes in the usual flow.
How versions move
Create the document → often Required until the first upload.
Upload and Keep as draft → Draft, or Activate → Current.
Upload and activate a newer file → previous Current becomes Superseded.
Change status can Activate, Mark superseded or Archive when the transition is allowed.
Only one version should be Current at a time. Superseded and archived versions remain visible on the document for the audit trail.
List filters vs badges
On the documents list, Status filter options include:
All
Current (active) — documents whose live version is current
Draft / Required — placeholders and drafts
Active — another way to target active/current documents
Superseded
Archived
The badge on a version row says Current for the live file; the filter wording uses Current (active) and Active for the same idea. Use whichever filter gets you the set you need.
Review status is separate
Review badges (Overdue, Upcoming, Compliant) describe the review calendar, not the version lifecycle. A document can be Current and still Overdue for review. See How to review a document and set review dates.
Compliance dots on the list
The name column can show a colour indicator. Tooltips include Missing, Overdue, Review soon, Compliant and Not required — a quick signal before you open the document.