Creating a search facility referencing from a list

I've spent several hours messing around with this and don't seem to have come anywhere close to getting this right, so i'm asking for your help! I‘m trying to create a search page that summarises the status of documentation. Please see attached. Information is referenced from a documentation log that has been set up as a list and is constantly updated. I would like this search facility to be as user friendly as possible so minimal data input from the user, the ‘treaty number’ and the ‘number of lines’.

For documentation to be registered as complete it must be received the same amount of times as it is sent, each type of documentation is different and I have included the number of times next to each doc type (this cell must be referenced as it can change). However when the documentation is complete it only needs to be sent to register as complete blank.

For Example Signing addenda has 3 stages:

1. Sent as New Signing Addenda, received back as Part Executed Signing Addenda
2. Sent as Part Executed Addenda, Received Back as Fully Executed Signing Addenda
3. Sent as fully Executed Signing Addenda

One problem being that once something is received it is now at a different stage, as above shows.

I would like the summary cells to show either ‘Complete’, ‘In Progress’ or to just remain blank.

Do you think this is possible, is the way I’m suggesting be the best way to do it and how can I do it? I’m open to suggestions and happy to change it about, including the documentation list, to achieve a summary page so any help suggestions would be gratefully received!!

Thanks in Advance

Chris