Manage documents throughout their life-cycle

Document ONE enables you to manage documents throughout their life-cycle, from creation through to their eventual retention or disposal.

Easy Identification of a Document's Stage in its Life-Cycle

Users can see at a glance where documents are at in their life cycle:

Documents at various stages in their life cycle

The icons to the left of the State column in the above screenshot give the user more information about each document, for example whether it is Completed, In Workflow or Checked Out.

Stages of a Document's Life-Cycle

Both the Status and the Publication State fields in Document ONE record information about the stage that a document has reached in its life-cycle.

Most new documents in Document ONE are created with a status of In Progress and a Publication State of Draft. Filed emails are typically created with a status of Completed and a Publication State of Received or Sent.

Documents which have gone through a formal approval process will typically end up with a Status of Completed and a Publication State of Approved.

Status Controls User Actions

The Status of a document within Document ONE affects what users can do with that document.

For example, users can not change the content of a document which has a status of Completed. However they can change selected metadata fields (e.g. Title, Security Category).