Understanding the Logic Used with Document Statuses

Document Status Logic #

In the Document Management Module, statuses are a critical part of how Records are shown to users.

By default, there are 3 Status Values, Draft, Published and Obsolete.

Draft Documents #

Meaning: #

Newly created Documents are automatically created as Draft,

Draft documents haven’t been through an approval process.

Function: #

Draft Documents act as a holding stage between there being a newer version that hasn’t been verified/approved officially and the Published Version.

Restrictions: #

Draft Documents can only be seen by the Owner of the Document and any Admin Users.

Any other Users won’t know the draft exists, nor can they access, download or obtain the Draft Documents actual File.

Published #

Meaning: #

Published Documents have been through an Approval Process and have been officially approved by one or more approvers.

These Documents are classed as Officially Verified with an Audit Trail detailing who and when these approvals were given.

Function: #

Published Documents act as a mark of approval for the actual file to be accessed by users of the platform.

Restrictions: #

Published Documents can be seen by all users of the Platform (Module Role Permitting), 

They can download the File through the Dashboard or directly from the Record,

And shall receive the latest Published Document (If multiple Revisions Exist).

Obsolete #

Meaning: #

Obsolete Documents have been deemed no longer applicable and therefore can be marked as such.

Function: #

Obsolete Documents acts as a way to state a document is no longer required/needed/used but you want the Record to stay on the Dashboard/Reporting.

If you wish to retract a Document, meaning it shall no longer appear on Dashboards/Reports, simply Delete the Record.

More Information on this can be found at Deleting a Record (Archiving).

Restrictions: #

Obsolete Documents can only be seen by Admin Users.

Any other Users won’t know the Obsolete Document exists, nor can they access, download or obtain the actual File.