The status workflow menu can be found on the document settings page.
In new projects, the status workflow is disabled by default.
It is possible to start a project with pre-configured statuses if the project is based on a template project.
This is what the status workflow menu can look like after the status workflow has been activated.
This article contains information about the following topics:
Add - Change - Default - Upload menu - New status workflow
When the status workflow is activated the following things will change in the project:
The stages Draft and Published are made available.
Published - The status Published is in the list by default.
Draft - The statusses Work in progress and Shared are in the list by default
New information submitted in the draft stage by default.
Can be uploaded in published stage with checkbox.
The default status is set to No status.
An approvals menu in document settings appears.
An approvals sub-page to the documents page appears.
Add status
You can add a status by clicking on Add status.
A new status can have a color, a name and can either be a published or a draft stage.
Changing statuses
Status can be edited by clicking on the pencil button to the right of the status.
The color and name of a status can be changed.
Sorting order
After editing, click on the arrows to move the status up and down in the list of statuses within its stage.
Archiving statuses
Statuses can be archived by clicking on the trashcan button to the right of the status.
It is only possible to archive and recover the status within the same stage.
If the now-archived status was applied to information the status will be visible but struck through.
To only use published statuses, archive all draft statuses.
To disable the status workflow archive all draft and published statuses.
Restoring statuses
Archived statuses can always be brought back by clicking on "Show archived statuses"
Here all archived statuses are displayed and can be restored.
Default status
When a new published revision is made either by upload or by publishing drafts as a result of an approval you can choose what status it will have by default. This status can still be changed before each document is published.
Upload menu
This is what the upload menu can look like when the status workflow is not yet activated.
This is what the upload menu can look like when the status workflow has been activated.
Draft by default
By default the upload as draft box is checked.
This box can be unchecked to upload as published instead of draft.
By default the default draft status is Work in progress which is the first one in the list.
A status from the list of draft statuses can be selected before uploading.
Uncheck to upload as published
When the upload as draft box is unchecked information is uploaded as published.
By default the default published status is No status.
A status from the list of published statuses can be selected before uploading.
New status workflow
The new status workflow can be requested to be enabled on a project.
This is what the status workflow menu can look like with shared and published statuses.
Disabling shared statuses
Disable shared statuses to only use published statuses with the new status workflow.
This is what the status workflow menu can look like when shared statuses are disabled:
Project changes new status workflow
If the new approval workflow has been requested to be activated on the project:
Information starts out with a minor revision number: 0.1, 0.2, 1.1, etc...
Information can be published to receive a major revision number: 1.0, 2.0, 3.0, etc..
The access control menu on the documents page will have an extra column where access to shared revisions and publishing rights can be configured.
Shared statuses enabled
The draft stage is disabled and the stage shared is made available.
Published - Remains the same
Shared - The status Shared is in the list by default
Draft - Disabled
Shared and published statuses - New information submitted in the shared stage.
The default status is set to Shared.
An approvals menu in document settings appears.
An approvals sub-page to the documents page appears.
Shared statuses disabled
The draft stage is disabled and the stage shared is made available.
Published - Remains the same
Shared - Disabled
Draft - Disabled
Published statuses - New information submitted in the published stage.
The default status is set to No status.
The approvals menu in document settings is disabled.
The approvals sub-page to the documents page is disabled.
Upload menu - Shared statuses enabled
This is what the upload menu can look like when the published and shared workflow has been requested to be enabled on a project.
By default the default shared status is Shared.
A status from the list of shared statuses can be selected before uploading.
Upload menu - Shared statuses disabled
This is what the upload menu can look like when shared statuses are disabled.
By default the default published status is no status.
A status from the list of published statuses can be selected before uploading.