Guide · Approvals and audit
Run a controlled allocation, sale, and revocation workflow
A state-by-state operating guide for reservation, allocation, recorded sale, ownership transfer, and allocation revocation.
- Category
- Approvals and audit
- Best for
- Operations leads, administrators, and finance reviewers
- Reading time
- 5 min read
- Content review
Scope of this guidance
This guide describes Pole's operational allocation records. A recorded allocation or sale state is not, by itself, proof of legal title or completion of an external conveyance.
Step 1 of 4
Choose the exact transition
Available, Reserved, Allocated, and Sold answer different operational questions. A hold is a separate control, and Pending approval means the proposed change is not yet the current approved plot state.
- Confirm the current plot state, hold state, approval state, and active allocation episode.
- Use reservation for a time-bounded hold on availability, allocation for an active client assignment, and sale only when the organization is ready to record that business event.
- Use the ownership-transfer workflow for a new client rather than overwriting the current client on an existing episode.
Step 2 of 4
Capture effective and recorded context
The business effective date and the time Pole records an action are distinct facts. Keeping both prevents a backdated allocation or sale from appearing to have been entered on the earlier date.
- Record the client, plot, estate, transition, effective date, and available allocation or sale reference.
- Require a reason when organizational policy permits a backdated effective date.
- Keep the actor and system-recorded time with the resulting workflow evidence.
Step 3 of 4
Review Tenant Finance impact
An allocation episode can include payments, refunds, installment plans, agreements, waivers, and ledger entries. Revocation or transfer must not move those historical facts into a new client’s account without an explicit review.
- Inspect the current allocation balance and any payment, refund, agreement, or review activity.
- Resolve finance conflicts before changing the operational owner when the workflow requires it.
- Keep a previous allocation episode available for history after the plot returns to Available or moves to a new client.
Step 4 of 4
Verify the resulting state
After the command completes, reconcile the plot state, active client, allocation history, and finance projection. For bulk work, inspect succeeded, rejected, conflicted, and unchanged items separately.
- Confirm the plot and client views agree on the active allocation episode.
- Confirm a revoked allocation is historical and the plot is in the intended current state.
- Review any partial bulk result before retrying only the items that did not complete.
Final checks
Confirm these points before treating the workflow review as complete.
- The current state and requested transition are named.
- Effective date and recorded time are not presented as the same fact.
- Finance history stays with the allocation episode that created it.
- Partial, conflicted, and unchanged outcomes have separate next actions.
Continue the review
Continue evaluating this workflow
Review the related Pole workflow, then request organization access when your organization is ready to begin the application. Access is reviewed by Platform and is not created immediately.