Document Status Identifier - Canvas

Request

Provide the ability to change bounding box colors based on the status or metadata of the associated document, inspection data, or record.

The goal is to make important status information visible directly within the working view, allowing users to recognize items that may require attention without opening each item individually.

Problem / opportunity

When reviewing documents or records together, users need a clear way to distinguish their status. For example, they may need to know whether a document is managed, whether it represents the latest revision, or whether an associated inspection is overdue.

Status-based bounding box indicators would bring that context into the visual review, rather than requiring a separate status check for every item.

Use Case Examples

1. Managed versus unmanaged documents

Use different bounding box colors to distinguish documents identified as managed from those identified as unmanaged.

Example: A user reviewing several documents could immediately identify which documents have a managed status and which require further verification.

2. Latest versus older document revisions

Use bounding box colors to indicate whether a displayed document is the latest available revision or an older revision.

Example: If a newer revision becomes available, the bounding box around the older document could change color to alert the user that the displayed revision should be reviewed.

Important distinction: Managed status and revision status should remain separate attributes. A document could be managed but still represent an older revision.

3. Inspection or record due dates

Use bounding box colors to identify inspection data or records based on their due-date status.

Example: A record could display one color when current, another when approaching its due date, and another when overdue.

Proposed behavior

• Configurable rules: Allow colors to be associated with defined status values or conditions, rather than limiting the feature to a fixed set of use cases.
• Metadata-driven indicators: Base the indicator on the relevant status, revision information, or due date associated with the item.
• Visible explanation: Provide a legend and a tooltip or status label explaining what each indicator means.
• Status updates: Reflect changes to the underlying status when the associated data is refreshed.
• Multiple-status handling: Define how indicators behave when more than one condition applies, such as a document being both unmanaged and an older revision.
• Unknown-status handling: Clearly distinguish missing or unavailable status information from a confirmed current or acceptable status.
• Accessibility: Supplement color with a text label, icon, or border style so users do not have to rely on color alone.

Expected value

The intended benefits are to:

• Make document and record status easier to recognize at a glance.
• Reduce repetitive checks of individual items.
• Draw attention to outdated documents and overdue records.
• Support more informed document selection and review.