Document Statuses

Document statuses represent the different stages of a document’s life cycle. They are also specifically used to activate reviews. Statuses are used when setting up a document review type and review model schedule. These statuses can be configured to the company's standard by adding new statuses or editing the label of the existing statuses.

Additional statuses are only needed if you perform more than one review between the following statuses:

INWORKS and PRERELEASED (for example, Content Review, Management Review, Training Review)
CURRENT and PREEXPIRED (for example, Effectiveness Review, Expiration Review)

NOTE: In a typical Document Management implementation, customers do not add additional reviews to the document workflow because single reviews have met their requirements. Additional reviews mean more clicks for end users which is not recommended.

Default Statuses

Primary Status	Description
DRAFT	DRAFT is the first status of the Document workflow when collaboration is used.
INWORKS	INWORKS is generally the first status of the Document workflow (unless Collaboration Review is being used). This status activates the first review in the Document workflow which usually needs to be performed in order to release the document for training and use.
PRERELEASED	Once the release review is closed, the document status automatically changes to PRERELEASED and remains in this status until the effective date is met within the Document record. This status works with the Grace Period for Release option in Document Type and typically represents the training period for the document.
CURRENT	Once the effective date is met in the Document record, SmartComm automatically changes the document status from PRERELEASED to CURRENT. This status may also activate an optional periodic review which may be used for specific types of documents in which verification for effectiveness needs to be determined (1, 2, 3 year Periodic review to determine if document is still valid).
PREEXPIRE	If a review is performed after a document has become CURRENT, such as periodic review, and it is determined that the document is no longer valid and will not be revised in the system, then once the periodic review is closed by the document owner, the document status changes to PREEXPIRE.
EXPIRED	Once the expiration date is met in the Document record, SmartComm automatically changes the document status from PREEXPIRE to EXPIRED. If a retention date is set in the Document Type for the document, the system will automatically post a purge date in the document when it expires, however, the document administrator will later need to purge the document from the system.

User Rights

The following rights must be assigned to a user for that user to manage or view document statuses:

Rights	Description
DST_MANAGE	Allows the administrator to add, view, edit, and delete a Document Status record.
DST_VIEW	Allows the user to access and view document statuses.

NOTE: See Rights Groups for more information on assigning rights groups to users.