Document Life Cycle

Document revision status

The following statuses identify the position of a document in the lifecycle:

  • In Design: The document revision is either the first revision of a new document or a new revision of an existing document. You can link files, hard copies, related documents, child documents, and ERP objects to a document revision. The files are placed in the work area.
  • Submitted: The document revision is submitted for review. If a document management committee is associated with the document, the reviewers can provide the recommendations for document approval. You cannot link objects to document revisions with this status. Files linked to the document revision are moved to the vault area defined according to the library of the document.
  • Approved: The review process is completed successfully. No new objects can be linked to a document revision with this status.
  • Released: The document revision is released. No new objects can be linked to a document revision with this status.
  • Rejected: The document revision has been rejected at some stage of the review process. No new objects can be linked to a document revision with this status.
  • Withdrawn: You can withdraw a document revision that has the Released status. The document revision has been withdrawn. The content is obsolete. No new objects can be linked to a document revision with this status.
  • Expired: You cannot use the document revision in the document life cycle. You cannot link files, hard copies, related documents, child documents, ERP objects, and so on.
Note: For a document, only one document revision can have the Released status at any given time. When a document revision is approved, the status of the document revision with Released status changes to Expired.

Revise documents

You can revise all document revisions with Released status. If you revise a document, a new revision of the document with In Design status is created . The new revision is initially assigned a temporary revision value. The actual revision value is set when the document revision is released. All the files and hard copies linked to the released document revision are linked to the new revision if you click Copy Document Revision Content on the appropriate menu. Click Yes on the Copy Document Revision Links to New Revision window to enable the copy process. You must check out the linked files that you want to edit from the vault.

Redesign document revisions

You can redesign a rejected document revision. The status of the document revision changes to In Design.