Step 5: Collect data and manage workflow

You can see the status of any entity by looking right below the entity name in the Dashboard. 

For an overview across your Organization, go to the “Data” dashboard and scroll down the “Entity Tracking” table. Click on the “Data” tab and scroll to the bottom to find the Entity Tracking table. Here you can see the Status of data submissions for each entity.

You can track the progress for each entity through six stages:

• Not Started = No user for this entity has logged on to date.

• In Progress = Data submission is underway but not yet complete.

• Submitted For Review = Data submission is ready for review by Admin(s). 

• Pending Updates = Data submission has been reviewed but more data or clarifications are needed from the Entity User(s). 

• Pending Final Review = Data submission has been reviewed but is on hold pending finalization by the Admin(s) (e.g. to apply proxies or fill gaps)

• Approved = Data submission has been reviewed and approved.

  When the status of an entity changes to "Pending Updates" or "Approved" the associated users will receive an email notification.
  

You can add office-level information at the beginning of an assessment, where you'll find the office information screen. This includes a description box where you can enter useful details to support your data collection. The information you add here is linked to the specific reporting year, so it’s a great place to note any key updates or changes that may impact emissions results. Companies often use this section to record things like:

• Address/location

• Dates of opening or closure (e.g. lease signing/expiration dates)

• % office space in shared premises

• Significant changes to the entity (e.g. relocation, expansion etc.)

For entities that are already active and have data, you can return to this screen at any time by opening the expandable left panel and selecting "Office information" from the top-left menu. At the start of each new reporting year, the previous year’s office information will carry over, and you can review and update it as needed.

Great news! It’s simple for each entity to submit their data for your review. Tell each user to look under their entity name on the dashboard for an “In Progress” status. Instruct them to click on the “Submit for review” button to officially submit for review by Admins (that’s you!). 

Remember: Only Managers can click on the “Submit for Review” button (and Admins of course!). And good news - the raw data will be locked until the Admin completes the review and decides on next steps.

After your review, you may need to request a clarification or more data from an entity. In this case, move the status to “Pending Updates”. The user(s) will receive an email notification from Impacti and the data will be unlocked to allow changes. You should contact the user(s) directly to resolve the remaining issue(s). What’s more, you’ll know that you’ve reviewed but are still working with the entity to complete/improve data - getting one step closer to approval.

Choose “Pending Final Review” to apply any final proxies to fill data gaps. Only Admin has the access to add data in this status.

You are done! Go ahead and choose “Approved” once everything looks good and complete. In this status the data will be locked to avoid any further updates. The ADMIN is the only one that can edit this data after being “Approved”.