Application states

An application moves through seven states, from the issuer’s first draft to your decision. This page is the reference for reviewers and admins who need to know what each state means, who can change it and what happens next.

Key concepts

Term	Meaning
State	Where the application is in its life. Each application has exactly one.
Assigned reviewer	The member who must act next. The approval workflow picks them. Only they can approve, decline or request information.
Application form	A form whose credential is issued only after your approval.
Filing form	A form whose credential is issued as soon as the issuer submits. It skips review.

How it works

The Compliance Hub labels a declined application Denied. Earlier versions of these docs called it Rejected. It’s the same state.

State reference

State	What it means	Who moves it here	Action
Draft	The issuer is still filling in the form. You requested it, or the issuer started it.	Issuer, or you with Request a form	Start or request a form
Pending Review	Submitted and waiting for a reviewer to pick it up.	Issuer	Submit an application form
In Review	A reviewer is working on it.	Assigned reviewer	Accept
Request for Info	Sent back to the issuer for more information. When the issuer edits it, it returns to Draft for resubmission.	Assigned reviewer	Request for information
Approved	Every approver has signed off. The credential is issued.	Last approver in the workflow, or the system for a filing	Approve, or submit a filing form
Denied	Declined. No credential is issued.	Assigned reviewer	Decline
Archived	Closed and no longer active.	Issuer (from Draft) or regulator (from Denied)	Archive

Transition rules

The Compliance Hub checks each action against the current state. An action outside these rules fails with Invalid application state for this operation.

Action	Allowed from	Result	Also needs
Submit (application form)	Draft	Pending Review	Every required field answered
Submit (filing form)	Draft	Approved	Every required field answered
Accept	Pending Review	In Review	—
Approve	In Review, Denied	Approved, or In Review with the next approver	You are the assigned reviewer
Decline	In Review, Approved	Denied	You are the assigned reviewer
Request for information	In Review, Approved	Request for Info	You are the assigned reviewer
Issuer edits	Draft, Request for Info	Draft	—
Archive (issuer)	Draft	Archived	—
Archive (regulator)	Denied	Archived	—

Multi-step approval

Approve doesn’t always end the review. If the form’s approval workflow lists several approvers, each Approve marks the current approver done and assigns the next active one. The application stays In Review until the last approver approves. Then it becomes Approved and the credential is issued.

Worked example

An issuer submits a Digital Asset License application. It enters Pending Review and the workflow assigns your first approver, a Reviewer. They click Accept, so it moves to In Review. They spot a missing reserve report and click Request for information. The state becomes Request for Info. The issuer adds the report, which puts the application back in Draft, and resubmits. It returns to Pending Review, the Reviewer accepts and approves it. The workflow assigns the second approver, an Organization Admin. They click Approve, the state becomes Approved and the credential is issued.

Errors and troubleshooting

Message	Cause	What to do
You are not assigned to this application yet	You tried to approve, decline or request information on an application assigned to someone else.	Ask the assigned reviewer, or check the Reviewer column.
Invalid application state for this operation	The action isn’t allowed from the current state, for example Approve on Pending Review.	Use the action the state allows. Accept comes first.
Application must be in IN_REVIEW or DENIED state	You tried to approve from another state.	Accept the application first.
Application must be in DRAFT state	The issuer tried to submit something that isn’t a draft.	The application was already submitted.
Application must be in DRAFT or REQUESTED_FOR_INFO state	The issuer tried to edit a submitted application.	Wait for a reviewer to request information.
No valid approver or superadmin found	The workflow has no active approver and your organization has no active Super Admin.	Add an active approver to the form’s workflow.

FAQ

Can I reverse a decision?

Yes, within limits. You can approve a Denied application, and decline or request information on an Approved one. You must be the assigned reviewer.

Why did a filing skip review?

Filing forms issue their credential when the issuer submits. They go straight from Draft to Approved. Use an application form if you need to review first.

Can I delete an application?

No. You archive it instead. Regulators can archive Denied applications. Issuers can archive their own Draft.

What does Needs Review mean in the status filter?

It’s a filter, not a state. It shows applications in Pending Review or In Review together.

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Application states

Key concepts

How it works

State reference

Transition rules

Multi-step approval

Worked example

Errors and troubleshooting

FAQ

​Key concepts

​How it works

​State reference

​Transition rules

​Multi-step approval

​Worked example

​Errors and troubleshooting

​FAQ

​Related pages

Key concepts

How it works

State reference

Transition rules

Multi-step approval

Worked example

Errors and troubleshooting

FAQ

Related pages