Pre-requisites:
Apart from the required access to files for which status is to be changed, you need to have the required role privileges and permissions to change the status of those files as mentioned below:
To change a file's status, the 'Change Status' privilege must be assigned to your role on the project in which the required file is located.
To change a file's status to a particular status, 'Access to Use - Status Change' or above permission must be assigned to you, your role, or your organization on that particular file status on the project.
Additionally, the below conditions should be satisfied for the files on which the status is to be changed:
The file must be active in the project folder in which it is located.
Activity lock status as mentioned below, on the file revision for which status is to be changed.
The 'Update Status' activity shouldn't be locked.
Limitations:
The file shouldn't have a running workflow or a system task that can restrict status changes.
Changing 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 the status of a project file while viewing it in Asite Viewer.
Right-click within the File Listing Area
1. To change the status via right-click within the file 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 the file name, you have the 'Edit > Status' option.
3. Click the 'Status' link to change the status. The availability of the 'Edit Status' option may depend upon whether the 'Update Status' activity is locked or unlocked for the selected file.
4. Clicking 'Change Status', the file listing page populates a layered page with a 'Status Change' window.
Status Change popup contains:
4a. Change Status To - Select a status to replace the existing status. The status dropdown lists all statuses accessible to you.
4b. Reason for Status Change Notes - To specify a reason for status change.
4c. Create Discussion Automatically - Create a discussion automatically on selected files as part of the status change.
The 'Create Discussion Automatically' option will appear off by default if the related setting is on at the project level. Accordingly, it would appear unchecked by default if the 'Create Discussion Automatically' setting is off at the project level.
4d. Mark Document Revisions as Private - To mark the document as private.
4e. Mark all User's Outstanding Tasks Complete - Complete outstanding tasks of all users (other than 'For Comment Incorp') on selected files.
4f. Mark my Outstanding Tasks Complete - Complete all your outstanding tasks (except 'For Comment Incorp') on selected files.
5. Click 'Change Status' to update the document status.
Clicking File Status within the File Listing
1. Select the project folder under the 'Files' tab.
2. Click the file status to change from the file listing area.
3. A 'Status Change' window appears. The availability of the 'Status Change' option may depend upon whether the 'Update Status' activity is locked or unlocked for the selected file.
Status Change popup contains the following:
3a. Change Status To - Select a status to replace the existing status. The status dropdown lists all statuses accessible to you.
3b. Reason for Status Change Notes - To specify a reason for status change.
3c. Create Discussion Automatically - Create a discussion automatically on selected files as part of the status change.
The 'Create Discussion Automatically' option would appear off by default if the related setting is on at the project level. Accordingly, it would appear unchecked by default if the 'Create Discussion Automatically' setting is off at the project level.
3d. Mark Document Revisions as Private - To mark this document as private.
3e. Mark all User's Outstanding Tasks Complete - Complete outstanding tasks of all users (other than 'For Comment Incorp') on selected files.
3f. Mark my Outstanding Tasks Complete - 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 change the status of files in batches, select the project folder under the 'Files' tab.
2. Select multiple files to change the status and click 'More Option'.
3. Clicking 'More Options', the file listing page displays a layered screen.
4. Click the 'Status Change' button to change the status for selected files.
5. Clicking on 'Status Change' displays the 'Status Change' window on the file listing page. The availability of the 'Status Change' option may depend upon whether the 'Update Status' Activity is locked or unlocked for selected files.
The batch change status popup contains the following:
5a. Change Status To - Select a status to replace the existing status. The status dropdown lists all statuses accessible to you.
5b. Reason for Status Change Notes - To specify a reason for status change.
5c. Create Discussion Automatically - Create a discussion automatically on selected files as part of the change in status on selected forms.
The 'Create Discussion Automatically' option would appear off by default if the related setting is on at the project level. Accordingly, it would appear unchecked by default if the 'Create Discussion Automatically' setting is off at the project level.
5d. Mark all User's Outstanding Tasks Complete - Complete the outstanding tasks of all users (except 'For Comment Incorp') on selected files.
5e. Mark my Outstanding Tasks Complete - Complete all your outstanding tasks (except 'For Comment Incorp') on selected files.
5f. Update Linked Documents - Update linked documents if 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 to be performed is displayed.
6. Click on 'Change Status' to update the document status.
Related Articles: Start a Discussion, Using Flags, File Tasks, Edit File Attributes
Next Article: Assign / Remove Visibility