Change Status of a File

This article helps you understand how to change status of a file in Asite.

Updated this week

Pre-requisites:

Apart from the required access on files for which status is to be changed, you need to have required role privileges and permissions to change status of those files as mentioned below:

  • To change status of a file, 'Change Status' privilege assigned to your role on the project in which required file is located.

  • To change status of a file to a particular status, 'Access to Use - Status Change' or above permission assigned to you, your role or your organization on that particular status of the project in which required file is located.

Additionally, below conditions should be satisfied for the files on which status is to be changed:

  1. File must be active in the project folder in which it is located.

  2. Activity lock status as mentioned below, on the latest active version of the file for which a revision is to be uploaded.

    1. 'Update Status' activity shouldn't be locked.

  3. Checkout status as mentioned below, on the file for which revision is to be uploaded.

    1. File shouldn't be checked out.

Limitations:

  1. File shouldn't have a running workflow or a system task that restricts status change.

  2. Changing of file status is not supported in projects with 'Archived' status.

Click on the below links to access their detailed help:

Click here to understand how to change status of a project file while viewing it in Asite Viewer.


Right Click within Files Listing Area

1. To change the status via right click within files listing area, select the project folder under the 'Files' tab.

2. Right click the files for which the status needs to be changed. By clicking file name, you have 'Edit > Status' option.

3. Click 'Status' link to change the status. Availability of 'Edit Status' option may depend upon whether the 'Update Status' activity is locked or unlocked for selected file.

4. Clicking 'Change Status', files listing page populates a layered page with 'Status Change' window.

Status Change popup contains:

4a. Change Status To - To select a status you want to replace existing status by. Status dropdown lists all statuses accessible to you.

4b. Reason for Status Change Notes - To specify status change reason.

4c. Create Discussion Automatically - To automatically create a discussion on selected file as part of change in status of selected files.

The 'Create Discussion Automatically' option would appear checked off by default if related setting is on at project level. Accordingly, it would appear unchecked by default if the setting 'Create Discussion Automatically' is off at project level.

4d. Mark Document Revisions as Private - To mark the document as private.

4e. Mark all User's Outstanding Tasks Complete - To complete all user's outstanding tasks (other than 'For Comment Incorp') on selected files.

4f. Mark my Outstanding Tasks Complete - To complete all your outstanding tasks (other than 'For Comment Incorp') on selected files.

5. Click 'Change Status' to update the document status.


Clicking File Status within Files Listing

1. Select the project folder under the 'Files' tab.

2. Click the file status to change from files listing area.

3. Files Listing page displays 'Status Change' window. Availability of 'Status Change' option may depend upon whether the 'Update Status' activity is locked or unlocked for selected file.

Status Change popup contains:

3a. Change Status To - To select a status you want to replace existing status by. Status dropdown lists all statuses accessible to you.

3b. Reason for Status Change Notes - To specify status change reason.

3c. Create Discussion Automatically - To automatically create a discussion on selected file as part of change in status of selected forms.


The 'Create Discussion Automatically' option would appear checked off by default if related setting is on at project level. Accordingly, it would appear unchecked by default if the setting 'Create Discussion Automatically' is off at project level.

3d. Mark Document Revisions as Private - To mark this document as private.

3e. Mark all User's Outstanding Tasks Complete - To complete all user's outstanding tasks (other than 'For Comment Incorp') on selected files.

3f. Mark my Outstanding Tasks Complete - To complete all your outstanding tasks (other than 'For Comment Incorp') on selected files.

4. Click 'Change Status' to update the document status.


Batch Status Change using More Options

1. To batch change the status, you need to select the project folder under the 'Files' tab.

2. Select multiple files to change the status and click 'More Option'.

3. Clicking 'More Options', files listing page displays option window.

4. Click 'Status Change' button to change the status for selected files.

5. Clicking on 'Status Change', files listing page displays 'Status Change' window. Availability of 'Status Change' option may depend upon whether the 'Update Status' Activity is locked or unlocked for selected files.

Batch change status popup contains:

5a. Change Status To - To select the status you want to replace existing status by. Status dropdown lists all statuses accessible to you.

5b. Reason for Status Change Notes - To specify status change reason.

5c. Create Discussion Automatically - To automatically create a discussion on selected files as part of change in status on selected forms.

The 'Create Discussion Automatically' option would appear checked off by default if related setting is on at project level. Accordingly, it would appear unchecked by default if the setting 'Create Discussion Automatically' is off at project level.

5d. Mark all User's Outstanding Tasks Complete - To complete all user's outstanding tasks (other than 'For Comment Incorp') on selected files.

5e. Mark my Outstanding Tasks Complete - To complete all your outstanding tasks (other than 'For Comment Incorp') on selected files.

5f. Update Linked Documents - To update linked documents in case the selected file revision has linked documents.

5g. Mark Document Revisions as Public - To mark this document as public.

5h. Mark Document Revisions as Private - To mark this document as private.

5i. Retain existing access level - To retain the current document status. A list view of the selected files on which the status change task is going to be performed are displayed.

6. Click on 'Change Status' to update the document status.
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