Documentation answers one question and one only: has evidence arrived, and is this thing late?
It ignores review outcome, it ignores the item's Status, and it ignores whether a decision has been logged. A rejected document still counts as evidence.
The three values cover every condition, with no overlap — so the counts always add up to your total.
The three values
| Has documents? | Due date passed? | What it means | |
|---|---|---|---|
| Outstanding | No | No | Nothing has arrived yet, but nothing is late either. Normal work in progress. |
| Overdue | No | Yes | Late and empty. This is the chase list. |
| Submitted | Yes | Doesn't matter | At least one document has arrived — whatever state it's in. |
Read that middle column downwards and the rule falls out: having a document beats being late. The moment any evidence lands against a condition, it moves to Submitted and stops being Overdue.
Filtering by Overdue does not list every late condition. A condition that is three weeks past its due date but already has a document reads Submitted, not Overdue — so it won't appear. If you want every condition whose date has passed, sort by the Due Date column instead; the red dates there are the full set.
What Submitted does not mean
Submitted is the most commonly misread of the three, because in ordinary English it sounds like an achievement. Here it is purely a statement about files existing. A condition reads Submitted when:
- the document is still sitting in internal review, untouched by an approver;
- the document was reviewed and rejected;
- the due date passed weeks ago;
- nobody has logged a decision, so the condition is still open.
All four of those are Submitted. If what you actually want to know is “has this been signed off?”, that is a different column — see why one condition shows three different statuses.
Resolved conditions are not exempt. A condition ruled Not Required, with no documents and a due date that has passed, still reads Overdue. Documentation describes files and dates, not whether the condition is closed — the two axes are independent by design.
Where else these three words appear
The Conditions & Checklist export workbook carries the same three values, under the column heading Progress rather than Documentation. They mean the same thing and follow the same precedence.
There is one deliberate difference. The workbook decides lateness on the Australian (Sydney) calendar day, while the filter in the app uses your browser's own day. If you're working from another timezone, or right on midnight, the app and the workbook can disagree about a single day's worth of conditions. Both are correct for their audience — the workbook goes to people on the project's clock.
Using it well
This is exactly the set where something is late and nothing has arrived — the conditions where an email is genuinely warranted. Nobody gets chased for work they've already delivered.
Nothing here is late yet. It's the pipeline — the work to line up before it turns into the Overdue list.
Everything with evidence against it. Combine it with the approval status pill to separate “waiting on an approver” from “rejected, needs a new version”.