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Overview of the Document lifecycle
Who is this article for?Users interested in learning more about Document workflows.
Document module access is required.
Documents allow files to be stored and the access controlled. Depending on your organisation's policies, users may only have access to effective Documents.
This article walks you through the process each Document goes through before it's considered live.
1. Workflow templates
To help you manage the Document lifecycle effectively, the Document module gives you access to workflow templates.
Each template includes a series of people and steps required to approve the Document before it can be made live. These approvals can be at the same level or hierarchical.
You can configure these workflows through the Windows Client, but your users can still view them and respond to them using the Web Client.
2. Workflow stages
Each Document record goes through the stages outlined below.
| Stage | Description |
| Owner Creates Draft | Owner creates a new draft record containing the title, author, and purpose of the Document. |
| Author Writes Document | Author drafts the Document and attaches it to the record. |
| Owner Submits for Approval | Owner assigns approvers and submits the Document for approval once they're happy with the content. |
| Approvers Respond | Approvers review the Document and either accept or reject it. |
| Author Implements Changes | Author reviews details of any rejections and makes required changes to the Document. |
| Owner Resumes/Restarts Approval | Owner resumes the workflow. |
| Approvers Respond | Approvers again review the Document and either accept or reject it. |
| Owner Activates and Distributes Document | Owner activates the Document, assigns copyholders, and distributes the Document once all approvers have accepted it. |
| Copyholders Read and Acknowledge | Copyholders read the Document and acknowledge it. |
| Owner Reviews Document | Owner reviews the Document to confirm it's still accurate and valid. |
| Users Submit Change Requests | User submits a change request if the Document is no longer accurate or improvements can be made. |
| Owner Reviews Change Request | Owner reviews the change request and either accepts or rejects the changes. |
| Owner Revises Document | Owner revises the Document if changes are needed, restarting the process. |
Want to keep the process as streamlined as possible?
Grant the relevant users correct security access and permissions ahead of time to make sure they can progress the process more effectively.