Step 1
Write a short definition and entry condition for each status.
Practical review guide · Free worksheet
Define evidence review statuses
Direct answerUse statuses that distinguish missing evidence, receipt, review and an accepted use. Make transitions depend on an observable event and a recorded reason.
Reviewed by ComplyFolio. Sellers and reviewers maintaining product evidence and preparing publication decisions.
Get the working templateReview procedure
These are suggested operational checks to apply to your own evidence. They are not additional legal requirements or claims that the workspace automates this entire task.
Step 2
Specify who may accept or reject evidence for a recorded purpose.
Step 3
Convert ambiguous historical statuses into pending review until their basis is known.
Step 4
Test the definitions on a missing file, a mismatched file and a reviewed file.
Worked example
A team uses green for both uploaded and reviewed files, masking documents nobody has inspected.
What the reviewer finds
- Uploaded and accepted currently share the same status.
- A green report has no review record.
Resulting record
A status dictionary and migration checklist for ambiguous records.
Boundary: A workflow status must not be presented as a regulatory certificate or universal compliance judgment.
This scenario is fictional. It illustrates a review decision, not a customer outcome or a compliance determination.
Download the blank working record
The Markdown worksheet includes the procedure, the fields below, and space for findings, evidence, owners and retests. It contains no pre-approved findings. Edit it locally without an account.
- Status name
- Entry condition
- Allowed reviewer
- Decision reason
- Next state
Record what you observed, including unknowns. Link each decision to a source and keep unresolved questions assigned to an owner. Share completed records only through an appropriate authorized route.
Primary references and scope
The references provide the legal or technical context. The procedure and worksheet are ComplyFolio working suggestions, not official forms or a certification standard.
- GPSR — product safety, operator and distance-sale requirements (legal context)
- European Commission — product safety and business resources
A workflow status must not be presented as a regulatory certificate or universal compliance judgment.
Connect the review to your product record
Use the free workspace for an initial public product-page review, then add the manual evidence and decisions this guide requires. A page scan cannot inspect private supplier files or complete every user journey.
Start with a public product page