Creating, editing, and deleting document statuses
The document Status property specifies the current state of a document is in its life cycle. The default set of document statuses is described in the following table.
Document statuses
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In Work
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Work in progress.
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For Approval
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Completed and pending approval.
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Released
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Approved for use.
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Obsolete
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Unreliable information.
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Tip Once you have opened a document status property page, you can create, edit, and delete document statuses without returning to the document list page. Simply select an existing document status from the list on the property page, if necessary, and click the appropriate button.
To create a new document status:
- In the Settings view, expand the name of the workspace in which you want to create the document status, expand Document properties, and click Document statuses. A page listing the existing document statuses appears.
- In the Document statuses section header, click New. A page showing the available document status options appears.
Tip To create a new document status using an existing document status as a template, select the document status that you want to use before clicking New. The options of the selected document status will be set as the defaults for the new document status. You may then simply change the options as necessary for the new document status.
- Click options or type values using the descriptions in the following table.
Document status properties
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Document status code
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Type a unique value to identify the status. The status list shows the code in parentheses after the status name. The status code must be a number.
Tip To limit document revisions to only be created in specific statuses, append the text .VER to the end of the status code.
Warning Do not type an existing code or data loss can occur.
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Document status
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Type a name for the status as you want it to appear to users.
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NEW
Description
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Type a description of the new document status.
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Access control
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Select an access profile to take effect when a document enters this status. Select Access control from metadata when you want the documents in this status to use the access profile specified in the document properties.
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Set
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Makes the status selectable by users for new and existing documents.
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Search
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Makes the status searchable by users.
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Color
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A color to identify this status. Type a hexadecimal color code in the text box or click the color selector icon  and select a color swatch from the dialog that appears.
Note The Sample color swatch is updated only after you save your changes.
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Frozen
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Makes the document properties and contents read-only when a document enters this status, for example, Released. Only status changes are possible as defined in the life cycle of the particular document.
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- Click Create. The page listing the existing document statuses reappears with the new document status added.
To edit an existing document status:
- In the Settings view, expand the name of the workspace in which you want to edit the document status, expand Document properties, and click Document statuses. A page listing the existing document statuses appears.
- On the Actions menu of the document status that you want to edit, click Edit. A page showing the document status's current options appears.
- Select or type options using the descriptions in the preceding table.
- Click Save. The page listing the existing document statuses reappears.
To delete an existing document status:
Note You cannot delete a status that is in use by a lifecycle. If you delete statuses that are still assigned to any documents in the workspace, they will be marked for deletion, will still show correctly for the documents, but will be unavailable otherwise, for example, searches.
- In the Settings view, expand the name of the workspace in which you want to delete the document status, expand Document properties, and click Document statuses. A page listing the existing document statuses appears.
- On the Actions menu of the document status that you want to delete, click Delete. A confirmation dialog box appears.
- Click OK. The page listing the existing document statuses appears with the selected document status removed.