The following table outlines all statuses of a reference letter process:
| Status | Which role has to perform a task? | What needs to be done? |
| Initial | HR User | Filling-in of personal details and necessary information in order to start a reference letter process |
| Employee prepares main tasks | Employee | Employee enters his/her main tasks |
| Ready for Evaluation | Evaluator | The evaluator logs in to the system with his/her user name |
| In evaluation with editing | Evaluator | The evaluator conducts performance evaluation and selects text blocks |
| Draft review by HR | HR User | HR reviews the reference letter draft and includes amendments, as required |
| Draft review by evaluator | Evaluator | The evaluator logs in the system |
| Draft review by evaluator in process | Evaluator | The evaluator edits the reference letter draft and includes his/her amendments, as required |
| Draft revised | HR User | HR reviews the reference letter draft a includes his/her amendments, as required |
| Review of the draft by employee | Employee | The employee reviews the reference letter draft and includes amendments, as required |
| Final | HR User | The process is completed and the document has been automatically saved in the personnel dossier. |