Generated Export Lifecycle

Many SmartGig exports are generated in the background. That keeps large reports, PDFs, route sheets, and visual exports from blocking the page while they are prepared.

Typical lifecycle

What each state means for handover

• Queued or running means the file is not ready for briefing, finance, dispatch, or gate use yet.
• Completed means the file can be downloaded, but it may still be stale if the source event details changed afterwards.
• Downloaded means someone accessed the file. It does not prove the file was shared with the right person or used on event day.
• Expired means the old download is no longer available. Regenerate from the module if the team still needs the output.
• Failed means the export did not finish and should be checked before anyone assumes the document exists elsewhere.

What to check before using a file

• Confirm the file belongs to the correct event and module.
• Check the generated time and source status where shown.
• Look for superseded, stale, failed, or expired states before sending the file to someone else.
• Check whether the export came from a draft, current working version, published snapshot, reviewed route, or published running order.
• Check whether the recipient needs the full file or a narrower export with less private information.

When to regenerate

• The underlying event data has changed.
• The export failed and you want to try again.
• The generated file expired.
• A module added better output details after the first export.
• A participant list, payment status, route, published plan, ticket report, or running order changed after the first file was created.

Common traps

• Forwarding a PDF from your downloads folder after the event data has changed.
• Using an old route sheet after manual route review changed the stop order.
• Sharing a draft site plan export when the team should use the published snapshot.
• Treating a completed export as current without checking the generated time and source status.