A statement that was true in March may not be true in October. Prices change, certificates lapse and product lines are retired. Outreach Asia builds a regular check into the register so that emails never repeat something that has quietly gone out of date.
Approvals last six months
Every approval is valid for six months (183 days) from the day a person confirmed it. After that, the statement is left out of drafts until someone confirms it is still true. An AI grade that nobody has reviewed never counts as an approval.
A statement can be used in an email only when all of these are true:
- It is approved and a person has confirmed it.
- If a buyer could check it, its evidence is recorded.
- It was confirmed less than six months ago.
Confirm a statement again
- Open Company profile. A number on the Statements tab shows how many are waiting for you.
- Look for statements marked Confirm again. The note reads that it was confirmed more than six months ago.
- If it is still accurate, select Still true. The six months start again.
- If it is no longer accurate, select Don’t use, then add material with the current version.
Put a reminder in your own calendar for five months after setup. Reviewing everything in one sitting takes a few minutes and avoids drafts suddenly running short of usable statements.
When your business changes
Treat these as a signal to review your statements the same week:
- A new product line, or a product withdrawn.
- A certificate renewed, extended or lapsed.
- A new factory, office or market.
- A change in who signs the emails.
For small changes, remove the out-of-date statement with Don’t use and correct the matching fact on the Facts tab. For larger changes, update your material first.
Refresh the whole register
Adding new material updates your facts, but it does not add statements on its own. When your offer has changed substantially, prepare the register again:
- Add the new material in Company profile → Material and select Re-read my material.
- Go to Settings → Countries and exclusions and find Your business.
- Update the product if needed and select Save and re-read statements.
- Review the new register in Company profile → Statements.
Re-reading replaces the statement register. Anything you approved by hand will need approving again. That is deliberate: the wording it applied to has changed, so the approval should be given again.
A quick review routine
Whoever owns your sales material is usually the right person to review statements. A good routine takes ten minutes:
- Open Company profile → Statements and start with anything marked Confirm again.
- Check each approved figure, certificate and date against your current documents.
- Look at Needs proof: if you now have the evidence, select I can prove this and record it.
- Glance at Not used. A statement withheld six months ago may be supportable now.
Drafts already written
If your facts or sender change after a draft was written, the draft is marked Needs a recheck in Review drafts. Choose Rewrite with latest facts to redraft it with the current register, or It’s fine, keep it if nothing relevant changed.
Need help with something not covered here? Email wilson@communication21.com or use Help & glossary in the app.