Allow to write notes by trainers and upload documents by staffs in offline activities

1 - Under 'Record Progress' in a staff's activity page, when I change the status to 'Completed' there is a note field which allows me to record additional information; but if I change the status to 'Incomplete', the note field isn't there, so I cannot put in a reason for the incompletion.

2 - We have designed a pathway that includes online learning activities as well as a workbook on PDF (offline activity) for staff to complete, is there a way for staff to download the workbook from the pathway then reupload it onto the same area for line manager approval?