Move a Document to a Different Stage

Contents

• Overview
• Pre-conditions
• Steps
• Supplementary Information
• Notes

Overview

Document stages define the document workflow, help track its progress and produce notifications for the upcoming stage deadline (e.g. publication deadline).

As the work on a document progresses, documents owner(s) move a document to the next stage.

There is also the automatic way of moving a document to a different stage, and that is through automations, which if a pre-defined trigger and conditions are met, then an action is automatically taken, which can be moving to a stage.

Pre-conditions

• Document Level Permission: 'Owner'
• No pending stage actions remain:
  • They are:
    • Paragraphs pending deletion
    • Pending approvals
    • Required metadata fields
  • If moving to a previous stage, only paragraphs pending deletion need resolving.

Steps

1. Click on the document.
2. Click Next Stage in the top right corner.
   1. (Optional) If on the 2nd or later stage, you can move to the previous stage by instead:
      
      1. Click on Move to Previous Stage.
   2. (Optional) If stage to move to isn't the next or previous stages.
      
      1. Click on Show workflow.
      2. Click on the stage to move to.
3. Fill in any needed metadata field(s).
   1. There will be number markers to help you identify metadata fields that require your attention:
      1. Empty.
      2. Unsaved.
      3. Need to be reviewed.
      4. Required.
   2. Click on any marker to view those fields of that type.
4. Click Continue.
5. (Optional): Add a note to provide some context about progressing a document to the incoming stage to the users who will be reviewing the audit trail.
6. Click Confirm and Move*.

Supplementary Information

Automations

Automations can be configured to use a document stage change to streamline document workflows by automatically executing an action when the specified stage is reached.

With this in mind, it's key to be aligned with the owners of the template your document is created from to ensure that the appropriate stage change-based automations are configured to send email notifications to the correct stakeholders whenever specific stages of your documents are reached.

Notes