How pausing documents works

Pausing temporarily hides a document from the overview without changing anything else about it. Use it when you are waiting on something external — a credit note, a clarification from the supplier, a confirmation from a colleague — and don’t want the document competing for attention in your daily list.

What happens to a paused document

A paused document is not approved, not rejected, and not forwarded. It stays at exactly the same step in its approval flow; it is simply hidden from the default view of the overview until someone resumes it. When resumed, it returns to the active flow at the step it was at before.

Shared visibility

Paused documents are not private. You and the accounting team see the same paused list, so it is clear at a team level which documents are being held. That is also why the note you add when pausing matters: it is the explanation the next person sees. One sentence is enough — “Waiting for credit note from supplier” is the right level of detail.

Why pause instead of letting documents sit

A document you can’t act on yet still inflates your visible workload — you re-check it every day just to confirm nothing has changed. As it ages, it can also start to look urgent to colleagues scanning the list. Pausing keeps both problems out of the way.

Audit trail

Pause and resume actions are logged in the document’s history, so the audit trail stays intact even if the document is hidden from the active list for weeks.