The states of portal content, service requests, issues and change proposals, the approval flow, notifications and a typical day per persona.

This page lists the states each portal object moves through, who moves it, and who is notified. The labels are the ones you see on screen.

Publication lifecycle

State	Meaning	Who moves it	Next states
Draft	Being written; invisible to employees.	Author (`publication.author`)	In review
In review	Waiting for publication.	Author submits	Published
Published	Visible to its audience between publish and expiry time.	Publisher (`publication.publish`); not the author for mandatory items	Archived
Archived	Retired; receipts stay on record.	Publisher (Retire)	Published (re-publish)

Acknowledgement receipts survive the archiving of their publication. If a mandatory publication was sent by mistake, retire it and publish a replacement; the receipts already recorded stay.

Service request lifecycle

State	Meaning	Next states
Submitted	Raised by the employee.	Approved, In progress (after approvals), Rejected, Cancelled
Approved	All required approvals are in.	In progress, Cancelled
In progress	Being fulfilled by the responsible team.	Fulfilled (when all tasks are done), Cancelled
Fulfilled	Completed.	Final
Rejected	An approver said no.	Final
Cancelled	Withdrawn or stopped.	Final

In the portal, employees see simpler labels: Waiting for approval, Approved, In progress, Completed, Declined, Cancelled.

For bundles, the parent request follows its children: all fulfilled means fulfilled; the parent never rejects on its own.

The service desk side of these states is described in Service requests and the catalog.

Issue states as employees see them

Portal label	Meaning
Open	Received, not yet worked on.
In progress	The service desk is working on it.
Waiting	Waiting for information, often from you.
Resolved	A solution was provided.
Completed	Closed.
Cancelled	Closed without a solution, for example a duplicate.

Replying to a closed issue reopens it, or starts a follow-up request if it was closed a while ago.

Change proposal lifecycle

State	Meaning
Waiting for review	Sent to IT.
Accepted	A draft change was created with you as requester; you are notified.
Declined	IT declined with a reason of at least ten characters; you are notified.
Withdrawn	You withdrew it before a decision.

Approval flow

The employee submits a request whose request type has approval steps.
Each step names an approver role (for example manager or service owner). Anyone with that role and the approve permission, except the requester, can decide.
The approver approves or rejects, optionally with a comment, in the request detail or on a Slack or Teams approval card.
An active delegate can decide on the approver's behalf; the decision records both people.
When all steps are approved, fulfilment starts. A rejection ends the request.

Deciding approvals inside the employee portal is planned — not yet available. See Approvals for approval steps across TENSOR.

Notifications

Event	Who is notified
Update on an issue or request	The requester (in-app and email, per preferences)
Mandatory publication or banner published	Everyone in its audience, through the compliance category, which cannot be muted
Change proposal accepted or declined	The employee who proposed it
Directory sync failure	The portal managers

How personal preferences interact with tenant routing is explained in Notifications.

End-to-end view per persona

Persona	Typical flow
Employee	Opens the portal in the morning, reads the current update, acknowledges a policy, reports an issue from My assets, follows it in My activity, replies to the service desk.
Manager / approver	Gets notified of a pending request, approves it in the request detail or in Teams, sets up a delegation before holidays.
Portal editor	Drafts a publication, submits it for review, a second editor publishes it, checks acknowledgement coverage in the manager dashboard.
Tenant admin	Records the works-council acknowledgement, publishes selected directory fields, connects directory sync, publishes the company branding.

Step-by-step instructions for each flow are in Guides for employees, Guides for managers and approvers and Guides for portal editors and administrators.

Content	States	Notes
Event	Draft, Published, Archived	Unpublish returns a published event to Draft.
Poll	Draft, Open, Closed	Closing freezes the results. A closed poll is not reopened; publish a new one instead.
Push banner	Draft, Published, Archived	Icon and tone can be changed only while Draft.
Project	Draft, Published, Completed, Archived	Drafts and archived projects are never shown to employees.
Branding	Draft, Published revision	Preview is never publication; an earlier revision can be restored as a new draft.
Catalog item	Draft, Published, Archived	Publishing requires a fulfilment binding; archived items keep working for existing requests.

Lifecycles and processes