The workbook answers two questions: what is still owed on this stage, and who owes it. It is a chase tool, not a compliance record — it deliberately says nothing about whether documents were accepted.
App word → workbook word
| In the app | In the workbook | Why the difference |
|---|---|---|
| Owner | Responsible | To an outside reader, "Owner" sounds like the person who owns the building. |
| No owner | Unassigned | It's a real row on the Who Needs Attention sheet — unassigned work is chased by assigning someone, not by emailing them. |
| Documentation | Progress | Same three values, same precedence. |
| Condition | Requirement | Matches the customer-approved workbook wording. |
The columns that get misread
Driven by two facts only: has a document arrived, and has the due date passed. It ignores review outcome entirely — a rejected document still reads Submitted.
So Progress is not a measure of how much is done. It measures how much has arrived. The distinction matters most in the last fortnight of a project, when the two diverge sharply. Full explanation in Outstanding, Overdue, Submitted.
A count of requirements whose Progress is Submitted. Again: evidence has arrived, not that anyone approved it. A stage can show a high Documents In and still be nowhere near sign-off.
The last time that person was seen anywhere in DocuBuild — an action on the project, a page view, an app session, whichever is most recent.
It is not a login timestamp. DocuBuild doesn't store one, and plenty of people never "log in" at all: they work entirely through the links in their emails. Never means no source has a record — a new invitee, or someone who only ever received email — not that they've ignored you.
A one-word verdict per Responsible, sorted worst first so the top of the sheet is your call list:
Needs An Owner Unresponsive Falling Behind On Track All Clear
Unresponsive is a claim about a real person, so it's held to a higher bar than the others: it needs both open work and no sign of activity since they were last chased. Someone who is merely behind reads Falling Behind.
The workbook and the app can disagree by a day. The export decides lateness on the Australian (Sydney) calendar day; the app's own filter uses your browser's day. If you export from another timezone, or right on midnight, a handful of requirements can sit on different sides of Overdue. Both are correct for their reader — the workbook goes to people on the project's clock.
The sheets
| 1 | The requirement list — one row per requirement with its section, status, Responsible, due date and Progress. This is the working sheet. |
| 2 | Who Needs Attention — one row per Responsible, with their numbers, Last Activity, reminders sent, and Engagement. Unassigned appears here as its own row. |
| 3 | A ready-to-send message per person, so chasing doesn't mean composing an email from scratch. |
Practical notes
- It exports one stage at a time, so a project mid-way through delivery produces a workbook about the phase you're actually running.
- It's a snapshot. Nothing in it updates — re-export when you need current numbers.
- It contains no documents. For the files themselves, use a download package.
- Rejected documents are not called out. If you need to know what failed review, that lives in the app, on each condition.