Your database and workflow may be configured as "single-stage" or "multi-stage" (staged). This article explains the difference and how it affects Record Proofing features.
Database Types
Single-Stage Database
In a single-stage database, all fields are available immediately when you create a record. You can see and edit all fields from the start, and records are submitted all at once.
How it works: Create a record with all information, access all fields from the start, and submit with complete information.
Record Proofing behavior: Revisions work normally. All fields are visible in revisions. All fields are visible in snapshots. No stage filtering applies.
Multi-Stage (Staged) Database
In a multi-stage database, fields are revealed progressively through stages. You complete Stage 1, then Stage 2 becomes available. Records are submitted stage-by-stage.
How it works: Complete Stage 1 fields, submit Stage 1, then Stage 2 fields become available. The process continues through all stages.
Record Proofing behavior: Revisions work normally, the same as single-stage. However, snapshots only include fields up to the current stage. Revisions show only fields available at that stage. Stage progression is tracked.
Important: Database type does NOT affect how revisions work during approval. Revisions work the same regardless of database type.
Workflow Types
Single-Stage Workflow
In a single-stage workflow, all approvers review at the same time. All approvers must respond before approval completes. There are no sequential stages in the approval process.
How it works: The workflow is created with all approvers. All approvers receive notification. Any approver can approve or decline. Approval completes when all approvers respond.
Record Proofing behavior: Revisions can be created during approval. All approvers see revisions immediately. Existing approvals remain valid and approvers do not need to re-approve. Approval continues until all approvers respond.
Multi-Stage (Staged) Workflow
In a multi-stage workflow, approvers review in sequential stages. Stage 1 must complete before Stage 2 begins. Each stage has its own set of approvers.
How it works: In Stage 1, Approver A and B review. When Stage 1 completes, the workflow moves to Stage 2. In Stage 2, Approver C and D review. The process continues through all stages.
Record Proofing behavior: Revisions can be created during approval. Revisions work the same as single-stage. However, stage approvals are locked once a stage completes. Revisions do not reset stages because the workflow stays at the current stage. Current stage approvers can still approve or decline.
Stage Locking Behavior
What is Stage Locking?
In multi-stage workflows, once a stage completes and moves to the next stage, the previous stage's approvals are locked and cannot be changed.
Example Scenario
Consider a workflow where Stage 1 has Approver A and Stage 2 has Approver B.
What happens: Approver A approves in Stage 1. The workflow moves to Stage 2. Approver B is reviewing. A revision is created to fix an issue.
Result: Stage 1 Approver A's approval remains locked and cannot change. Stage 2 Approver B can still approve or decline. The workflow stays at Stage 2 and does NOT go back to Stage 1.
Why this happens: When a stage completes, those approvals are considered final. The workflow has progressed past that stage. This maintains the integrity of the staged approval process.
How to Identify Your Configuration
Identifying Database Type
Single-Stage Database indicators: All fields are visible when you create a record. There is no progressive disclosure. You submit all information at once.
Multi-Stage Database indicators: Fields appear progressively as you complete stages. You see "Stage 1", "Stage 2", and similar labels. You must complete one stage before the next appears.
Identifying Workflow Type
Single-Stage Workflow indicators: All approvers are listed together. All approvers review simultaneously. No stage progression is visible.
Multi-Stage Workflow indicators: Approvers are organized by stages. You see "Stage 1", "Stage 2", and similar labels. Sequential approval progression is visible.
If you are not sure about your configuration, ask your administrator or check your workflow configuration.
How It Affects Record Proofing
Revisions
For both database and workflow types, revisions work the same way. Revisions are created when editing during approval. Revisions are visible to all participants. Revisions do not restart the approval process.
For multi-stage workflows only, previous stage approvals are locked when a stage completes. Revisions do not reset stages.
Snapshots
For single-stage databases, snapshots include all fields.
For multi-stage databases, snapshots only include fields up to the current stage. Later stage fields are not included until that stage is reached.
Versions
For both types, versions work the same way. Versions are created when editing outside approval. Versions show the complete record state.
Common Scenarios
Scenario 1: Single-Stage Database + Single-Stage Workflow
Setup: The database has all fields available immediately. The workflow has all approvers reviewing at once.
Behavior: Records are submitted with all information. All approvers review simultaneously. Revisions are visible to all approvers. Approval completes when all approve.
Scenario 2: Single-Stage Database + Multi-Stage Workflow
Setup: The database has all fields available immediately. The workflow has approvers reviewing in stages.
Behavior: Records are submitted with all information. Stage 1 approvers review first. When Stage 1 completes, Stage 2 begins. Revisions are visible to all participants. Stage approvals lock when a stage completes.
Scenario 3: Multi-Stage Database + Single-Stage Workflow
Setup: The database has fields revealed progressively. The workflow has all approvers reviewing at once.
Behavior: Records are submitted progressively through stages. All approvers review simultaneously. Revisions work normally. Snapshots only include fields up to the current stage.
Scenario 4: Multi-Stage Database + Multi-Stage Workflow
Setup: The database has fields revealed progressively. The workflow has approvers reviewing in stages.
Behavior: Records are submitted progressively. Approvers review in sequential stages. Revisions work normally. Snapshots only include fields up to the current stage. Stage approvals lock when a stage completes.
Key Takeaways
Database Type
Single-stage means all fields are available immediately. Multi-stage means fields are revealed progressively. Database type affects snapshot content and field visibility in revisions. Database type does NOT affect revision behavior during approval.
Workflow Type
Single-stage means all approvers review at once. Multi-stage means approvers review in sequential stages. Workflow type affects approval progression and stage locking. Workflow type does NOT affect revision behavior because revisions work the same.
Revision Behavior
Revisions work the same regardless of database or workflow type. Requirements include publish workflow, pending status, and proper permissions. The only differences are stage locking in multi-stage workflows and snapshot content in multi-stage databases.
Troubleshooting
Snapshot Missing Fields
For multi-stage databases, this is expected behavior. Snapshots only include fields up to the current stage. Verify the current stage of the record. This is correct behavior because snapshots reflect the current stage.
Stage 1 Approvers Cannot Change Approval After Revision
For multi-stage workflows, this is expected behavior. Stage approvals lock when a stage completes. Stage 1 approvers can view the revision but cannot change their approval. This is correct behavior because stage locking is by design.
Workflow Reset to Stage 1 After Revision
This should NOT happen. Revisions do not reset stages. The workflow should stay at the current stage. Check the workflow status. If the workflow resets unexpectedly, contact support.
Need Help?
If you are unsure about your database or workflow type, contact your administrator and ask about your database submission type, workflow review process, and how your setup works.
You can also contact support if you need help understanding how your configuration affects Record Proofing features.
Related Articles
Please note that terminology referenced above may appear differently in your platform as these are customizable terms.
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