Privileges and Permissions

Change Status Privileges

Privilege	Description
Can be Assigned Task - Change Status	Allows a user to be assigned status change tasks on a file.
Can Change Status	Enables a user to change the status of a file at any time; a task assignment is not required.

Status Permissions

Status permissions define whether a user can apply or view certain statuses. They are a prerequisite for either of the above privileges to function.

Key Permission Types:

Permission Name	Description
Access to Use - Status Change	Grants users the ability to change a file's status at any point after it has been published.
Access to Use - Publish	Grants users the ability to set a file's status when publishing a new file.
Access to Use - Admin	Grants users all the abilities included in the previous two permissions, plus the ability to modify status permissions, where they hold admin rights, for any user within the project. (NOTE: To activate this permission, users must also have the Can Manage Workspace Document Status privilege enabled).

NOTE:

To change a file’s status after it's been uploaded, a user must have one of the two privileges (Can Change Status or Can Be Assigned Task – Change Status) in conjunction with the Access to Use – Status Change status permission.
- Without both components (the privilege and the permission) status changes cannot be made, even if privileges appear enabled.
To set a file’s status upon upload, users only need the Access to Use – Publish permission; the two privileges mentioned earlier are not required.

Changing Status Permissions in a Project

Navigate to the Projects tab.
Right-click the required project.
Hover over Settings, then select File Statuses.
Each status lists the users or roles that have permission to view or apply it.

File Requirements

Requirement	Description
Active Status	The file must be in an active state.
Archive Status	The project must not be archived. Archived projects are frozen and no actions (including status changes) can be performed.
Lock Status	The Update Status activity must be unlocked.
Groovy Scripts: Refine Status Change	If enabled at the project level, this script refines the available statuses for all files within that project based on the rules defined in the script.

How Do I Change File Status While the File is Open?

Open the required file.
Locate the Status dropdown can be found in the top bar.
Click the Status dropdown to view available status options.
- Any information related to earlier status changes will appear at the bottom of the pop-up.
- Only statuses you have permission to access will appear.
Select the new status and complete any additional fields.
Click Save once the changes have been implemented to ensure they are applied.

Changing Status for Files from the File Tab

Method 1 - The Right-Click Method

Select the required Project.
Navigate to the Files tab.
Open the folder that contains the required file.
Right-click the file you want to update.
Hover over Edit, then select Status.
A For Status Change panel will appear.
Choose the new status and click Save to apply the update.

Method 2 - The File Selection Method

Select the required Project.
Navigate to the Files tab.
Open the folder that contains the required file.
Select the file you want to update.
Click the More Options icon (top-right).
Select Status Change from the menu.
A For Status Change panel will appear.
Choose the new status and click Change Status to apply the update.

Batch Status Change for Files

Select the required Project.
Navigate to the Files tab.
Select the required folder.
Select the files you want to update.
Click the More Options icon (top-right).
Click Status Change from the menu.
A Status Change panel will appear.
- Any updates you configure will apply to all selected files.
Choose the new status and click the Change Status button to apply the update.

Status Pop-Up Explained

Status Pop-Up (Single-File Status Changes)

The status pop-up provides several options for managing file status changes.

Option	Description
Status Change Field	Select a new status for the file. The dropdown lists all statuses accessible to you.
Reason for Status Change	Provide a reason for updating the file's status.
Create Review/ Discussion Automatically [dependent on file settings]	Automatically creates a discussion/ review on the file when the status change is created.
Mark Document Revisions as Private	Marks the file as a private one once the status change has been created. Only the Publisher of the file, Admins and recipients of the file, will be able to access the file if it was marked as private. NOTE: If a user publishes a new revision of the file and marks it as private, the original publisher won't see it.
Mark all User's Outstanding Tasks Complete (except Comment Incorp)	Mark all users' outstanding tasks as complete on the file except For Comment Incorporation tasks.
Mark all My Outstanding Tasks Complete (except Comment Incorp)	Completes all your outstanding tasks excluding For Comment Incorporation tasks.

Status Pop-Up (Batch Files Status Changes)

Option	Description
Change status to	Select a new status for the files. The dropdown lists all statuses accessible to you.
Reason for Status Change Notes	Provide a reason for updating the files' statuses.
Create Review/ Discussion Automatically [dependent on file settings]	Automatically creates a discussion/ review on the files when the status change is created.
Mark all selected documents Public	Makes all selected files publicly accessible at the file level.
Mark all selected documents Private	Restricts all selected files at the file level, making them private.
Retain existing access level	Keeps each file’s current access level unchanged.
Mark all User's Outstanding Tasks Complete (except Comment Incorp)	Mark all users' outstanding tasks as complete on the files except For Comment Incorporation tasks.
Mark all My Outstanding Tasks Complete (except Comment Incorp)	Completes all your outstanding tasks on the files excluding For Comment Incorporation tasks.

About Comment Incorporation

Comment Incorporation is a two-stage task that ensures updates are fully reviewed and published:

When assigned, the user must first acknowledge the shared comments then set a new publish date for the revised file.
Once the date is set, the task automatically evolves into a publishing task, requiring the user to publish the updated version.

Because it forms part of this progressive flow, Corporate Incorporation cannot be removed.

Change Status of a File