Marking a Step Done locks it. Once a Step is Done, nothing in it can be changed: no Evidence can be added or removed, a score cannot be edited, and a Form that was submitted with the Step stays submitted. That is deliberate, because a Step marked Done is a record of what happened and when.

Marking the Step Undone is how you reopen it. Whoever marks a Step Undone is asked to say why, and that reason is saved with the Step so the other person can see what needs to change. Nothing is lost when a Step is reopened: Evidence, scores, and Form answers are all still there.

This article covers marking a Step Undone and reading the reason afterward. Doing the work in a Step in the first place, including adding Evidence, scoring, and signing, is covered in How to Work on an Observation Step. Reopening a Form so it can be edited is covered in How to Edit a Submitted Form in a Step.

Marking a Step Undone is for whoever is carrying out the Observation, whether you are the Observer, the Observee, or both at once. If you cannot see the button this article describes, the Step may be assigned to the other person, or it may not be Done yet. If a Step is not behaving the way you expect, ask your administrator how the Process was set up.

This article is for these User levels, when they are assigned to a Step as an Observer or Observee:

When you select Done on a Step's work screen, three things happen at once:

On your dashboard the Step's status dot turns green for Done, or Done Late if the due date has already passed.

Because the Step is locked, Undone is the only route back in. You cannot edit around the lock.

The Step returns to active straight away, and the button changes back to Done.

A reason is required. Save stays greyed out until you have typed something in Undone Notes, so if you cannot select it, the field is still empty.

The Undone Notes field is a rich text editor with a formatting toolbar: bold, italic, underline, strikethrough, two heading sizes, and numbered and bulleted lists.

The person who has to act on the Step is the one who will read this note, so it is worth being specific. "Please add the walkthrough video before we sign off" tells the Observee what to do. "Not finished" does not.

A Step keeps one set of Undone Notes, not a running history. If a Step is marked Done and Undone more than once, the field reopens with whatever was written the previous time, and whatever you save replaces the record, under your name and the new date and time. Adding to the text that is already there is how you keep the earlier reason. If you clear the field first, that reason is gone.

Notes are kept per Step. Reopening one Step will not show you the reason another Step was reopened.

The note does not sit in Sibme waiting to be noticed. Marking a Step Undone sends an email to whoever the Step belongs to, with the subject line Sibme - Step Marked Undone. It names who reopened the Step and when, gives the reason they entered, and carries a button that opens the Step so the work can start straight away.

Marking a Step Done sends the matching email, Sibme - Step Marked Done, to the other person.

Both arrive only if that person has Observations notifications switched on. Observations has a single checkbox under Notifications in User Settings, and Suspend All Notifications in Account Settings turns it off along with everything else. This is covered in How Do I Customize My Email Notifications?

A Step can be marked Undone by the Role it is assigned to. On a Step assigned to the Observer, the Observer marks it Done and can mark it Undone again. On a Step assigned to the Observee, the same applies to the Observee.

The Observer also has control over Steps assigned to their Observee. This is what makes the Undone Notes field useful: the person reopening a Step is often not the person who has to fix it, so the note is how the request travels between them. Reopening an Observee's Form Step also hands it back to them, which is covered below.

Until it is their turn, the other Role sees a Waiting message rather than the Step's controls, so they cannot mark it Done or Undone.

Once a Step has been marked Undone, the reason stays available in two places.

On the Step work screen. A ? button appears next to Done. Select it to open the Why Undone? window, which shows who marked the Step Undone, the date and time, and the reason they gave. Close it with Ok. The ? stays on the Step even after it has been marked Done again, so the reason is still there to read once the work is finished.

On the Step list. Open an Observee's Process view and you will see an Undone column alongside Steps, Status, Artifacts, Max Val, Due Date, and Description. A ? appears in that column for any Step that has been marked Undone. Selecting it slides out an Undone Notes panel showing who reopened the Step, the date and time, and the reason they gave. Close the panel with the X in its top right corner.

The Step list is also where to look when a Step you reopened is no longer yours to work on, as described below. The ? on the work screen disappears along with the rest of the controls, but the one in the Undone column stays.

Reopening someone else's Step hands it to them. If you are the Observer and the Step you reopened is assigned to your Observee and holds a Form, the Step stops being yours to work on the moment that Form is unsubmitted.

On a Form-only Step that happens as soon as you select Save in the Why Undone? window, because on those Steps Done is what submits the Form.

On a Step with a Form alongside other Evidence it takes a second action. Marking the Step Undone brings back Unsubmit Form and Done, and the Form stays submitted until you select Unsubmit Form.

Either way, once the Form is unsubmitted the Form tile reads Unavailable, the preview pane is empty, and the buttons at the bottom right disappear altogether. The Observee picks the Step up from there. To read back the reason you gave, use the ? in the Undone column on the Step list, since there is no longer a ? on the work screen.

When the Step is your own, reopening it puts it back exactly as it was, unlocked:

On your dashboard the status dot goes back to In Progress, and the Step behaves as it did before it was marked Done. When the work is finished, select Done again.