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Start Here Getting Started with AIVOW Lite Core Setup Using the AI Systems Registry Managing Active, Draft, and Inactive AI Systems Notices and Labels Adding and Customizing AI Content Badges Configuring the Global AI Banner Using the Disclosure Shortcode Using the Interaction Gate Shortcode Transparency and Readiness Creating and Reviewing the Transparency Page Understanding the Article 50 Readiness Matrix Using the AI Literacy Checklist Metadata and Integrations Enabling Lightweight AI Metadata Using AIVOW Lite with WooCommerce Privacy and Maintenance Privacy and Data Storage in AIVOW Lite Understanding Reports and Logs in AIVOW Lite Uninstall Behavior and Data Cleanup Troubleshooting Common Issues
AIVOW Lite

Managing Active, Draft, and Inactive AI Systems

Use system statuses to control which records remain internal and which systems are available to public-facing plugin features.

Product boundary

This guide explains plugin configuration. Active, Draft, and Inactive are internal workflow statuses. They are not legal classifications and do not indicate regulatory compliance.

When to use this guide

Use this guide when preparing an AI system for public output, keeping an incomplete record internal, temporarily removing a system from public output, or retaining documentation for a system that is no longer in use.

AIVOW Lite does not impose a quantity limit on AI system records, Active systems, or public outputs.

Understanding the statuses

Active

Use Active when the record has been reviewed and the system should be available to system-dependent public outputs.

An Active system can be referenced by the Disclosure Shortcode and Interaction Gate Shortcode and may be used by other plugin features that rely on Active systems.

Changing a system to Active does not automatically insert a disclosure, badge, banner, or shortcode on the frontend. The relevant public output must still be configured or added where required.

Draft

Use Draft while a record is incomplete, under review, awaiting confirmation, or not ready for public output.

Draft records remain stored and editable in the WordPress admin. They are not available to system-dependent public outputs.

Draft is useful when documenting a planned system or collecting information before deciding how it should be disclosed.

Inactive

Use Inactive when a system record should be retained but the system should no longer be available to public outputs.

Inactive records remain stored and editable in the WordPress admin. This makes it possible to retain operational information without permanently deleting the record.

Inactive is normally more appropriate than deletion when a system is temporarily disabled, no longer used, or retained for internal reference.

Steps

  1. Open AIVOW → AIVOW Dashboard → AI Systems.
  2. Create a new AI system or open an existing record.
  3. Review the system information and public disclosure wording.
  4. Select Active, Draft, or Inactive according to the intended workflow.
  5. Save the AI system record.
  6. Return to the AI Systems Registry and confirm that the correct status is displayed.
  7. If the system is Active, copy its disclosure shortcode or configure the relevant public output.
  8. If an Active system is changed to Draft or Inactive, review pages that reference its shortcodes or other system-dependent output.
  9. Review any previously generated Transparency Page separately and update it where necessary.
  10. Delete a system only when permanent removal is intended and its record is no longer required.

Changing an Active system to Draft or Inactive

Changing an Active system to Draft or Inactive removes it from system-dependent public output, but it does not automatically remove shortcode blocks or other saved content from WordPress pages.

Review any page that references the system after changing its status. The shortcode may remain in the page editor even though the referenced system is no longer available for public output.

Changing a status also does not automatically rewrite a previously generated Transparency Page. The generated page is standard WordPress content and should be reviewed separately.

Returning a system to Active

Before returning a Draft or Inactive system to Active:

  1. Confirm that the system is still used by the site.
  2. Review the provider, purpose, data, retention, oversight, and disclosure information.
  3. Confirm that the public wording remains accurate.
  4. Review the provider-marking and internal assessment fields.
  5. Change the status to Active and save the record.
  6. Test any disclosure or interaction gate shortcode that references the system.
  7. Review other affected frontend output.

Expected result

The Registry clearly separates systems that are available to public outputs from records that remain internal.

  • Active systems are available to system-dependent public outputs.
  • Draft systems remain internal while being prepared or reviewed.
  • Inactive systems remain stored in the WordPress admin but are unavailable to public outputs.

AIVOW Lite does not impose a quantity limit on records, Active systems, or public outputs.

Common mistakes

  • Assuming that Active status automatically inserts a disclosure on the frontend.
  • Expecting a Draft or Inactive system to produce public shortcode output.
  • Changing an Active system to Draft or Inactive without reviewing pages that reference it.
  • Assuming that a generated Transparency Page updates automatically when system statuses change.
  • Deleting a record when Inactive status would preserve useful internal documentation.
  • Leaving outdated disclosure wording when returning an older system to Active.
  • Treating Active, Draft, or Inactive as a legal risk or compliance classification.
  • Adding unnecessary personal, confidential, customer, prompt, or response data to a system record.
  • Assuming that the Registry automatically detects which AI systems are used by the website.

Troubleshooting

  • Confirm that AIVOW Lite is active.
  • Reopen the system record and confirm that the selected status was saved.
  • Confirm that the system is Active when public output is expected.
  • Confirm that the shortcode contains the correct numeric system ID.
  • For a disclosure, use [aivow_disclosure id="123"].
  • For an interaction gate, use the complete paired shortcode: [aivow_interaction_gate id="123"]...[/aivow_interaction_gate].
  • Confirm that the referenced system has not been deleted or changed to Draft or Inactive.
  • Review the page editor to ensure that the correct shortcode is present.
  • Review a previously generated Transparency Page separately if its content is outdated.
  • Clear relevant page, object, CDN, optimization, and browser caches if older output remains visible.
  • If a status change is not saved, review the WordPress debug log and test whether a security or optimization plugin is blocking the request.