Responding to circulations

When documents are circulated to you, you can perform one or more possible actions depending on the status of the documents.

The actions that are available for each state of a life cycle and the results of the actions are described in the following table.

Circulation action options

Action	Results
Draft status
Configure approval	Sets who can verify the document content (Verify users), who can approve the document (Approve users), and who can see its progress (Approval Follow-up users). Starts the circulation. The document is promoted to the Verify state.
Verify status
Comment	User name, date, and optional comments are saved.
Reject	User name, date, and optional comments are saved. A new version should be started to make the necessary changes or the document status changed back to Draft so that changes can be made to the current version.
Verify	User name, date, and optional comments are saved. The document is promoted to the Approve status.
Approve status
Approve	User name, date, and optional comments are saved. The document is promoted to the Approved status.
Comment	User name, date, and optional comments are saved.
Reject	User name, date, and optional comments are saved. A new version should be started to make the necessary changes and a new circulation started.
Approved status
Delete circulation	All circulation history is deleted. All action assignments are removed. The document is demoted to the initial status of the life cycle.
Release	User name, date, and optional comments are saved. The document is promoted to the Released status. The circulation is complete.

For any document status, you may comment as described in Responding to comment circulations.

To respond to a document circulation:

1. Show the Circulations view described in Understanding the Circulations view.
   1. Click the Inbox folder and click Circulations that require my actions. The documents that require your response are listed.
2. To view the responses of other users to a document, expand that document. The responses that have been added by each user appear grouped by circulation state. To view the complete text of a comment, click Show.
3. In the Actions column for the document to which you want to respond, select a circulation action. A page appears with the available response options.
4. Type optional remarks in Comment and click the circulation command button. The Circulations view reappears. If yours was the last response required for a state, a summary of the responses for the state appears on the document's property page in the Approval section. The document Status is also updated depending on your response.
5. If you clicked Release, a page showing the document release date options appears.

   1. Select a release date option. If you select Later, type a date in the text box in the format YYYY-MM-DD (for example, 2009-04-27) or click Date and select a date from the calendar that appears.

      Note    The Later option is only enabled if Time Status Transitions have been properly configured by a system administrator.

   2. Click Release document.