Workspace Tabs Reference
Detailed reference for every tab in the REFRACT Lifecycle workspace: search and filters, Summary, Properties, Audit Timeline, Signatures, Deliveries, Workflow, and Related Files.
The REFRACT Lifecycle workspace is organised into a document list view with search and filters, plus a detail panel that opens when you select a document. The detail panel contains the following tabs.
Search & Filters
The search bar and filter panel appear above the document list and apply across all records loaded from the SharePoint Activity List.
Search
Full-text search runs substringof across the following indexed SharePoint columns:
| Column | Description |
|---|---|
Title | Document name / display title |
CorrelationId | Unique render correlation ID |
DocumentId | Business document identifier (e.g. invoice number, contract ID) |
ReferenceID | Batch ID that links child documents back to their parent batch |
RecipientEmail | Recipient email address for eSign and delivery documents |
Filters
| Filter | Description |
|---|---|
| Status | Filters by the document's current VPDFStatus value (e.g. Success, pending-approval, signed). |
| Activity Type | Filters by VPDFActivityType (e.g. Delivery, Workflow, eSignature). |
| Source System | Filters by the SourceSystem column, the identifier of the system that submitted the render request (e.g. D365_FO, BC, PowerAutomate). |
| Date From / To | Filters by the document's Created date in the Activity List. |
Saved Searches
Filter combinations can be saved and recalled by name. Saved searches persist across sessions per user. Use the save icon in the filter bar to store a filter set and load it from the saved searches menu.
Deep Links
REFRACT Lifecycle supports deep links, which are SharePoint page URLs with query parameters that pre-populate the search and automatically open the workspace. This is useful for source systems (Dynamics 365, Business Central, Power Automate) to provide one-click navigation to a specific document's lifecycle view.
| Parameter | Effect |
|---|---|
?correlationId=<guid> | Pre-populates search with the Correlation ID and opens workspace directly to that document |
?batchId=<guid> | Pre-populates search with the Batch ID (searches the ReferenceID column) |
?q=<text> | Pre-populates the search field with arbitrary text |
?sourceSystem=<value> | Pre-populates the Source System filter (e.g. ?sourceSystem=D365_FO) |
Parameters can be combined: ?batchId=<guid>&sourceSystem=D365_FO
Supported entry points:
- Home.aspx (dashboard web part):
https://your-site/SitePages/Home.aspx?batchId=082ab853-... - List-view pages with the REFRACT Lifecycle command set extension installed
CorrelationId and BatchId are globally unique UUIDs; no sourceSystem qualifier is needed to identify a specific record via GUID.
Deep links do not bypass access control
SharePoint authentication, list permissions, admin role resolution, and item-level visibility (VPDFRestrictionMap) all apply identically whether the workspace opens via a button click or a deep link. A user who cannot see a document normally will see zero results from a deep link for that document. See the Security page for the full enforcement model.
Summary Tab
The Summary tab shows the document overview, its lifecycle, and its active capabilities.
| Panel | What it shows |
|---|---|
| Failed-document banner | For a failed document: "This document could not be delivered", with the recorded error message. |
| Document header | Document type, document ID, whether the hash is recorded, created date, status, SHA-256 sealed when a hash is recorded (hidden if the eSign seal failed), and engine version. |
| Lifecycle | The stages Generated, Verified, Signed, and Delivered, marking the stages the document has reached. |
| Document Content | Fields extracted from the render payload, when the document has a content summary. |
| Active Features | A chip for each feature enabled for the document: Immutable Audit, eSign, Section 508, Data Redaction, Rebuild, and Explain Trace. |
| Render Decisions | Decisions from the document's Explain trace, each with its type and severity. With no trace, the panel asks you to enable the Explain Document feature. |
| AI Insights | The document's AI summary, when it has one. |
Properties Tab
The Properties tab shows technical metadata and system-level identifiers, grouped into these sections:
| Section | Fields |
|---|---|
| Document Identity | Title, Document ID, Correlation ID, Doc Type, Source System, Reference ID, Action, Variant, Status |
| Integrity | SHA-256 Hash, Hash Status (Recorded or Not recorded) |
| Template & Engine | Template Name, Template Path, Template Version, Render Engine |
| File & Content | Pages, File Size, Render Time, Document Link, Payload Path |
| Request | Generated By, Created, Modified |
| Viewer | Your Role (Administrator or Standard User) |
| Field | Description |
|---|---|
| Correlation ID | Unique render correlation ID. |
| Render Engine | REFRACT PDF engine version used to render the document. |
| Template Path | Path of the .rpkg template in your SharePoint Templates library. |
| Payload Path | Path of the JSON render payload in your SharePoint Payloads library. |
Audit Timeline Tab
The Audit Timeline tab shows a chronological, expandable event log for the selected document. Events are loaded from the append-only REFRACT Audit JSONL blob for the document's correlationId (write-once where the immutability policy has been applied and locked for the storage account).
Timeline Views
The timeline supports four filtered views based on event severity. Select a view from the toolbar above the event list.
| View | Severities Shown | Audience |
|---|---|---|
| Executive | information, compliance | Senior leadership, document owners |
| Compliance | compliance, security | Compliance officers, auditors |
| Security | security, failure | Security teams, risk reviewers |
| Full | All severities | Administrators, support |
Level 1 Timeline Events
Level 1 events are the business and compliance milestones shown in the timeline. Each event displays a product label, severity badge, and timestamp. Only Level 1 events appear in the filtered views above.
Render Events - REFRACT PDF
| Event Type | Display Title | Severity |
|---|---|---|
generated | Document Generated | information |
failed | Render Failed | failure |
Audit Events - REFRACT Audit
| Event Type | Display Title | Severity |
|---|---|---|
integrity-validated | Integrity Verified | compliance |
accessibility-checked | Accessibility Checked | compliance |
archived | Archived to Write-Once Storage | compliance |
verified | Integrity Re-verified | compliance |
reproduced | Document Reproduced | compliance |
evidence-exported | Evidence Exported | compliance |
revoked | Access Revoked | security |
Workflow Events - REFRACT Workflow
| Event Type | Display Title | Severity |
|---|---|---|
workflow-initiated | Submitted for Review | governance |
workflow-approval-requested | Sent for Approval | governance |
workflow-changes-requested | Changes Requested | governance |
workflow-resubmitted | Resubmitted | governance |
workflow-approved | Approved | governance |
workflow-rejected | Workflow Rejected | failure |
workflow-cancelled | Workflow Cancelled | governance |
workflow-sealed | Document Sealed | compliance |
Signing Events - REFRACT eSign
| Event Type | Display Title | Severity |
|---|---|---|
sent-for-signature | Sent for Signature | information |
document-signed | Document Signed | compliance |
Identity verification (OTP) is not a separate timeline entry - it's recorded as part of the document-signed event's own data once a signer completes signing, not in real time as the OTP is verified.
Delivery Events - REFRACT Delivery
| Event Type | Display Title | Severity |
|---|---|---|
delivery-created | Document Delivered | information |
delivery-accessed | Document Accessed | information |
Redact Events - Data Redaction
Data redaction does not write its own chained event. Its policy and outcome are recorded in the .raudit archive manifest and as an Action: redact value on the SharePoint activity record.
Workflow detail
Workflow operational events (Step Submitted, Step Advanced, Approver Opened Task, Seal Initiated) appear as sub-events of the preceding workflow milestone in the Full view rather than as standalone Level 1 entries.
Reminder, resend, and signer detail
Automatic reminders, manual resends, and signer activity are recorded on the audit chain and appear in the timeline:
| Product | Sub-entry | Example |
|---|---|---|
| REFRACT eSign | Signing Reminder (a reminder or the expiry warning) | "Reminder 2 to signer 1" |
| REFRACT eSign | Signing Invitation Re-sent (the requester's Resend, shown with the requester's name) | "Signing invitation re-sent to signer 1" |
| REFRACT eSign | Signer Locked Out of Codes | "Signer 1 locked after 10 incorrect codes; no more codes are sent or accepted until the requester resends the invitation" |
| REFRACT eSign | Signing Code Lock Cleared | "The requester's resend cleared signer 1's code lock (10 incorrect codes); earlier codes no longer work and the code limits start again" |
| REFRACT eSign | Device Transfer Link Created | "Signer 1 created a link to move signing to another device on Edge via Desktop; the link works for 10 minutes" |
| REFRACT eSign | Signing Moved to Another Device | "Signing moved to another device: signer 1 opened the transfer link on Chrome on Android (IP 203.0.113.7), made on Edge via Desktop" |
| REFRACT eSign | Signing Attempt Refused | "Signer 1 tried to sign after already signing; refused (Chrome via Desktop)" |
| REFRACT Workflow | Reminder Sent | "Reminder 1 sent to the participant" |
| REFRACT Delivery | Reminder Sent |
See eSign Reminders, Workflow Reminders and Delivery Reminders.
Expanding Event Details
Every Level 1 event can be expanded to show extendedDetails, a key-value panel with additional context such as file size, hash values, engine version, hashed IP addresses, slot index, and signing mode. Sub-event trails expand within the same panel.
Actions
- Download Evidence Bundle: Downloads the document's eSign audit chain as
evidence-<document-id>.jsonl(newline-delimited JSON). Available when Immutable Audit is enabled for the document and the document has been through signing.
Signatures Tab
The Signatures tab shows the REFRACT eSign session for the selected document, if one exists.
Signing Session Card
| Field | Description |
|---|---|
| Requested By | The envelope's requester: requestedBy and requestedByEmail, shown as "Name (address)" when both are given and differ. When the envelope names neither, the document's generator is shown instead. |
| Requested At | When the envelope was sent. |
| Signature Mode | Single Signer, Sequential (one at a time), or Parallel (all at once). |
| Session Expires | The session's deadline, while it is open. With per-signer windows it reads Current Signer Expires, followed by "(request closes by date)". |
| Completed | "N of M signers". |
| Final Status | Document Signed, In Progress, Sealing..., Declined, Cancelled, Expired, or Sealing Failed. |
When the envelope has CC recipients, the card adds one line under these fields. CC recipients are not listed as signers: their copy is a delivery of its own, listed on the Deliveries tab.
| CC copies | The line reads |
|---|---|
| Sent | "CC recipients: N (copy sent, see Deliveries)" |
| Not sent | "CC recipients: N (copy not sent, see the audit trail)" |
| Waiting, signing still open | "CC recipients: N (copy sent once every signer has signed)" |
| Waiting, signing complete | "CC recipients: N (copy being sent)" |
| The envelope ended without completing (declined, cancelled, expired, or sealing failed) | "CC recipients: N (no copy sent: signing did not complete)" |
See CC Recipients.
Signer Slot Table
Each slot in the session is shown as a row:
| Column | Description |
|---|---|
| Slot | Zero-based slot index. |
| Role | Slot role from the PDF template (e.g. vendor, manager). |
| State | Current slot state. |
| Activated | When the signer first opened the portal. |
| Signed | When the signer completed their slot. |
| IP | Signer IP address, as recorded in the signing session's chained audit entry. Stored in plaintext, not hashed. |
Actions
- Resend Invitation: Resends the signing invitation email to a pending slot. Rate-limited to a 2-minute gap between resends, up to 10 resends per slot. The button waits for the email and reports the real outcome: sent, queued for retry (with
customer-acs, when the Dispatcher is unreachable), or failed. A failed send does not use up one of the 10 resends. Each Resend is recorded on the audit chain, and the next automatic reminder waits 12 hours after it. When the signer is locked out of codes, the Resend also clears the lock and their code counts start again. See Reminders and Resend. - Revoke Session: Cancels the entire signing session. Pending slots become inaccessible.
Deliveries Tab
The Deliveries tab shows all REFRACT Delivery sessions associated with the selected document.
Session List
Each delivery session is shown as a card with:
| Field | Description |
|---|---|
| Delivery ID | Unique session identifier. |
| Recipient | Recipient display name and role. Email is not displayed (privacy). |
| Mode | secure-email, sharepoint, or both. |
| State | Current session state (pending, opened, downloaded, expired, revoked). |
| Created | Session creation timestamp. |
| Expires | Session expiry timestamp. |
| Opened At | When the recipient first opened the delivery portal. |
| Downloaded At | When the recipient first downloaded the document. |
Actions
- Revoke Session: Immediately revokes a delivery session. The recipient's access link becomes invalid.
- New Delivery: Opens a form to create a new delivery session for the current document. Requires the document's
pdfBlobPath.
Workflow Tab
The Workflow tab shows the REFRACT Workflow instance associated with the selected document, if one exists.
Instance Overview
| Field | Description |
|---|---|
| Workflow ID | Unique workflow instance identifier. |
| Title | Workflow title (e.g. document or reference number). |
| State | Current workflow state (see Workflow Lifecycle States). |
| Steps | {completedSteps} / {totalSteps} steps submitted. |
| Approval Stage | {currentStage} / {totalStages} approval stages completed (multi-stage routing). |
| Validation | Outcome of the most recent validation run (passed / failed). |
| Created | Workflow creation timestamp. |
| Last Updated | Timestamp of the most recent state change. |
| Completed At | Timestamp when the workflow reached complete or was cancelled. |
Validation Results Panel
When validation has run, the Workflow tab shows each rule result:
| Column | Description |
|---|---|
| Rule ID | Stable identifier from the schema. |
| Description | Human-readable rule description. |
| Status | passed or failed. |
| Severity | error or warning. |
| Message | Failure message shown to participant/approver. |
| Field | Associated field key (if declared in the schema). |
For numericTolerance rules with expandableDetails: true, the panel shows an expandable comparison row with left/right values, variance, and tolerance threshold.
Change Requests Panel
When the workflow is in changes-requested state, each change request raised by the reviewer is listed:
| Column | Description |
|---|---|
| Message | Correction instruction from the reviewer. |
| Field | Associated field key (for portal highlighting). |
| Severity | info, warning, or error. |
| Category | Optional grouping label. |
| Due Date | Optional date by which the correction should be made. |
| Resolved At | Timestamp when the participant addressed this item. |
Actions
- Resend: Re-sends the invitation to one party. The button on the participant row sends to the participant, and the button on the approver row sends to the approver. The approver row's Resend is offered only while an approver is awaited. In an escalated workflow, a Resend to the approver goes to the assigned approver, never to the escalation target. See Reminders.
Related Files Tab
The Related Files tab links to all artefacts associated with the document:
| File Type | Description |
|---|---|
final-pdf | The rendered (and optionally signed) PDF document. |
certificate | REFRACT eSign evidence certificate (if signing completed). |
accessibility-report | Section 508 accessibility trace report (if enabled). |
evidence-bundle | REFRACT Audit .raudit archive package (write-once where the retention policy is locked). |
reproduced-original | Re-rendered PDF from the .raudit archive (if a reproduction has been run). |
Panel Actions
These actions sit in the panel header and sidebar rather than on a tab.
| Action | Where | Description |
|---|---|---|
| Verify Integrity | Sidebar Actions, and the header Actions menu | Recomputes the hashes of the document's archive (the Signed Evidence Archive, .signed.raudit, if the document was signed, otherwise the Render Audit Archive, .raudit) and compares them with the values recorded when that archive was created. Also walks the eSign and workflow audit chains. The overall status shows straight away, and the signed Verification Report PDF downloads once ready. |
| Reproduce PDF | Panel header | Re-renders the document from its archived render inputs, downloads the reproduced PDF, and states whether it is byte-for-byte identical to the original or by how much it differs. |
| Archive Document | Sidebar, under More Actions | Removes the document from the default Lifecycle Search view. It remains accessible by Correlation ID, by direct search, and by deep link. Unarchive Document in the same menu returns it. No file is moved or changed, and the eSign and workflow audit chains are not touched. |
Verify Integrity Status
The Verify Integrity result shows one overall status:
| Status | Label | Description |
|---|---|---|
PASS | Verified | A record was found, nothing was invalid or unevaluated, and at least one component actually passed a check. |
FAIL | Tampered | A record was found and at least one component was invalid. |
INDETERMINATE | Indeterminate | A record was found, nothing was invalid, but at least one applicable component could not be evaluated. |
NOT_VERIFIABLE | Not Verifiable | A record was found, but every component was not applicable - there was nothing to check. |
If no audit record exists for the document at all, verification shows "No audit record found for this document." rather than one of the values above.
Back to REFRACT Lifecycle Overview
Learn about data sources, document status values, and the SharePoint Activity List.
Give people access to document records
Assign the Lifecycle.Reader role on the REFRACT Dispatcher API enterprise application to the people and groups who read REFRACT's records about documents.
Reports & System Status
The REFRACT Lifecycle Reports page provides operational health reports for your REFRACT Platform deployment, including the System Status Check PDF and platform update checks.