Specify the Lifecycle States
Use this screen to define the states a document moves through during
its lifecycle.
The list box provides a table that shows you the states added to the
lifecycle policy. The table presents the following columns:
- Sequence: Shows you the order
in which the document moves from one state to another. The system automatically
increments states as you add them to the lifecycle policy.
- State: Lists the names of
states added to the lifecycle policy.
- Demotion Allowed? Identifies
whether users can demote a document to its previous state:
- Y means a document assigned
to this lifecycle policy is eligible for demotion from the current
state.
- N means a document assigned
to this lifecycle policy is not eligible for demotion from the current
state.
- Apply Template: Identifies whether a security template is applied to the document when it enter the current state:
- Y means security permissions defined on the Template Security tab are applied to the document when it enters the current state.
- N means security permissions defined on the Template Security tab are not applied to the document when it enters the current state.
The buttons at the right of the wizard screen provide options for creating
and modifying the lifecycle policy:
- Add... enables you to define
a new state.
- Modify.. enables you to modify
the selected state.
- Remove deletes a selected
state.
The following topics show you how to set up lifecycle states:
To change the state
sequence
In the list box, select the state whose
order you want to move and do one of the following:
- Click Move Up to position
the state ahead of the previous state.
- Click Move Down to position
the state below of the next state.
To add a new state
- Click Add... to display the
State dialog box.
- In the State Name field,
enter the name you want to assign to the state. For example, if you're
creating a lifecycle policy for a loan application, you could call the
first state, Application.
- Specify whether the document in the current state is eligible for
demotion:
- Select Demotion allowed
to allow for demotion. For example, a loan application in an Approval
state could be eligible for demotion to an Application
state in case a customer is unhappy with an approved loan under the
terms offered. This would qualify the document to re-enter the approval
process under different terms.
- Clear Demotion allowed to
prevent demotion. For example, you might prevent demotion of a loan
document in its final state of Closed.
NOTE When
you add the first state to the list, the wizard automatically clears the
Demotion allowed option. As you
add additional states, the wizard automatically selects Demotion allowed.
- Click OK to save the newly
defined state and return to the previous screen. The new state appears
at the bottom of the list box.
To modify an existing state
- Select the desired state on the list box.
- Click Modify... to display
the State dialog box.
- Modify the definitions as desired:
- If you want to rename the state, delete the existing name in the
State Name field and enter
the desired name.
- If you want to change the Demotion
allowed status, select or clear the check box.
- Click OK to save the modified
state and return to the previous screen.
To remove a state
- Select the state you want to remove from the list box. (You cannot
select more than one state at a time.)
- Click Remove to delete the
selected state from your list.