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How a proposal gets executed
The five steps from a request to its record on the ledger, what each waiting state means, who signs, and what to do when a proposal fails.
Every change your company makes goes through a proposal: someone asks, a member approves, and only then does the platform record it on the ledger. To follow one, open it in Approvals. Under its summary, the review panel shows How it gets executed: each step, when it happened and who did it. In the list, an approved proposal sits in the In progress tab with a short tag such as "Step 3 of 5 · Signatures" and one line saying what it is waiting for; once recorded it moves to Completed, and a rejected, expired or failed one to Didn’t go through.
The five steps
- Requested: who asked for it and when. That can be a member, the assistant, an AI tool, an integration, an automation, A-REX operations, or the platform itself when it prepares a step another proposal needs.
- Approved: the member who approved it and when. If it was rejected, or it expired after 72 hours without a decision, nothing else happens.
- Signatures: only for changes to your company's administration account: software updates, allowing a receiver, trusting a certificate issuer, letting a party process its own lots, and changes to lot rules. Most deliveries, registrations and certificates skip this step. The step shows how many signatures it has and how many it needs, who already signed and who still has to.
- Recording on the ledger: the platform writes the change to the ledger, usually in under a minute. When it is done, View the record opens it.
- Outcome: Executed or Failed, and when it happened. A proposal that was rejected or expired shows "Not executed" and the reason.
What each waiting state means
| The proposal says | What it means |
|---|---|
| Waiting for a member with approval rights to approve it. | Any member with approval rights, except the one who asked, can approve. |
| Waiting for your company’s owner to approve it. | Changes prepared by A-REX operations, handovers and lot rule changes can only be approved by the company owner. |
| Waiting for your signature: sign with your passkey to continue. | You hold the passkey that signs for your company. Select Sign with your passkey and confirm on your device; you may also be asked for your two-step verification code. The proposal then continues on its own. |
| Waiting for ‹name› to sign with their passkey. | That person holds your company's passkey and has to sign from their device. |
| Waiting for your company’s approver to sign with their passkey. | The same, when the panel cannot show the approver's name. |
| Waiting for A-REX operations to co-sign; this usually takes a few minutes. | Your company has signed. A-REX adds its signature; you have nothing to do. |
| The platform is preparing it for signatures. | The platform is preparing what has to be signed. |
| Waiting for the recipient to be allowed to receive lots; the platform has prepared that approval. | Another proposal, which allows the recipient, needs approval first. This one resumes by itself once that one is executed. See waiting states. |
| Waiting for the issuer to be trusted; the platform has prepared that approval. | Another proposal, which trusts the issuer, needs approval first. This one resumes by itself once that one is executed. |
| Waiting for the processor to be allowed to record its own processing; the platform has prepared that approval. | Another proposal, which lets the processor record its own lots, needs approval first. This one resumes by itself once that one is executed. |
| The platform is recording it on the ledger. | Nothing to do. |
Who signs
- Your company's approver signs with their passkey: the one registered in Settings → Security as your company's approval key.
- If A-REX holds administration keys for you (managed custody), the panel says "A-REX operations signs too, but never completes a change alone."
- With keys your company holds itself (user-held custody), the panel says "A-REX never signs for your company." This is mandatory in the EU, Argentina, Chile, Bolivia and New York (US). Either of your company's two passkeys, the approver's or the recovery passkey, is enough. See custody.
If it failed
The panel says why in plain words and what to do next. The technical detail stays in the collapsed Technical details section.
- "The platform can’t reach the service that records this change; A-REX has been told.": select Contact support.
- "A required signature was missing, so it was not recorded. Propose it again and sign when asked.", "Another change to your administration account was recorded first, so this one can no longer run. Propose it again." or "This approval was closed before it was recorded. Propose it again if you still need it.": select Propose it again. For a software update this opens the update page; sign when you are asked.
- "The ledger refused the change. Contact support so A-REX can check why.", "This update is not allowed for your ledger. Contact support." or "This software version has not passed its audit yet, so it was not installed. Contact support.": select Contact support.
- "The platform could not confirm whether it was recorded. Contact support before trying again.": select Contact support and do not propose it again until support confirms.
For any other reason the panel also offers Contact support. A failed proposal shows only these two actions: Contact support or Propose it again. Contact support opens a support request with the proposal already attached. A failed proposal changes nothing on the ledger.