Following a document along a path (draft, approved…)

You need this when a document goes through stages and the others have to know where it stands: draft → under review → approved → superseded.

To change a file’s status:

1. Right-click on the file.
2. Hover over «Automations» — it has an arrow on the right.
3. Choose «Change status» (the first time it is called «Assign status»).
4. In the panel that opens on the right-hand side of the screen, choose the status.

The status then shows next to the name in the list.

Finding what has been left behind

In the bar above the list, on the right, there is the «Filter by status» menu: pick a status and you see only the files in it — for instance everything still in draft. To clear the filter, «All statuses».

Who decides which statuses exist

The paths — which statuses exist and in what order they follow one another — are defined by whoever administers, from the «Control centre» (at the bottom of the left-hand menu) → «Automations» → tab «Document statuses». At the bottom of the status panel there is also the «Manage status paths» shortcut that takes you there.

Each path is assigned to a folder: that way, in a contracts folder the statuses are the ones for contracts, not the ones that fit everything.

Who can change it

Whoever has the «Change file status» permission can move the document forward along the path. Going back is reserved to whoever manages the paths: that is the only difference, and it is there for a reason — a document returning to “draft” after being approved is something you do deliberately.

Who changed what and when is visible in the «Control centre» → «Activity».

If the entry isn’t there

It is an extension the company has to have active, and the folder also needs a path assigned: without one there is nothing to choose from.

Questions this guide answers

• how do I mark a document as a draft
• how do I show what stage a contract is at
• what is the document status
• how do I change a file's status
• change status
• assign status
• filter by status
• document statuses
• mark a file as a draft
• status path