Statuses

Statuses represent different phases or states in a document's workflow. In a document definition, you can create a list of statuses that indicate the progression of a document. A document can have only one status at a time, but there is no limit to the number of statuses that can be defined in the document definition. These statuses are essential for configuring permissions and the workflow of the document.

Adding and Configuring Statuses

To add and configure statuses in a document definition, follow these steps:

1. Open the document definition editor and navigate to the Statuses & Permissions tab.
2. Click the Add button located at the top of the Statuses grid.
3. Enter a unique Name and a descriptive Label for the status.
4. Specify which status should be the initial status for new documents by checking the Initial checkbox of that status in the grid.

Note:

• Only one status can be marked as the initial status, which indicates the starting point for newly created documents.
• Once documents are created using a document definition, the names of the statuses cannot be changed. It is important to choose descriptive and meaningful names for your statuses from the beginning.
• When a new status is added to a document definition, default permissions are automatically created for that status. An access group is granted view and edit permissions for all fields, as well as create and delete permissions for all lines.

By configuring the statuses in your document definition, you can effectively manage the progression and phases of your documents throughout their lifecycle.

Examples of statuses include Concept, Awaiting Approval, or Archived. These statuses can be customized to match your specific workflow requirements.