In many companies, statuses are assigned to documents and cases to classify them.
DocuNote supports this widespread practice and contains a series of pre-defined statuses that can reflect relevant system settings and can be adjusted to your needs.
In addition, you can add your own custom statuses with a set of properties applied.
Once the status is assigned (Documents - Assign/change status), you can easily filter and organize documents and cases by applying custom views.
<aside> 💡 Tip:
It is possible to use 'status' criteria to narrow down your search for respective documents and cases.
Learn more about Documents and Cases - Filters.
Please note:
By default, there are 5 available document statuses (Locked, Published, Signed, Draft, Obsolete) and 3 case statuses (Active, Suspended, Closed,).
The tables below provide description for each of them:
| Document status | Description |
|---|---|
| Draft | Automatically is set, when the draft version of the document is created. |
| Published | Automatically is set, when the publish version of the document is created. |
| Locked | The document is locked for editing and can be opened in read-only mode. |
Please note: Locked documents are hidden in search, unless searching on this status is specified in search criteria. | | Obsolete | This status may be used to identify documents. No system restrictions are applied by default. | | Signed | Automatically is set, after the document is signed. |
| Case status | Description |
|---|---|
| Active | Automatically is set, after the case is created. |
| Suspended | User cannot create new documents or edit the existing documents under this case. |
| Closed | User cannot create new documents or edit the existing documents under this case. |
All the default statuses described earlier in this manual can be modified by applying or removing system restrictions up to your needs. Or you may create a new status keeping the default statuses untouched.
For example, let's create a custom status 'Final' in the status library that will be locked for editing but will remain searchable through DocuNote database.