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.

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 Change Stage in the top right corner.
3. Select the stage.
4. 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.
5. (Optional): Add a note to provide some context about progressing a document to the next stage to the users who will be reviewing the audit trail.
6. Click Confirm*.

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