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Define File Statuses in a Project
Define File Statuses in a Project

This article helps you understand how to define and manage file statuses in your projects.

Updated over a week ago

Pre-requisites:

Role privilege as mentioned below, on the project in which file statuses are to be defined:

Below are the steps to define file statuses in a project:

1. In 'Projects' area, navigate to the project where file statuses need to be defined.

2. Right click on the required project and select 'Settings' then select 'File Statuses'.

Alternately, n the thumb view, do a mouse hover on the project thumbnail and click on icon. A layered page opens. Click on 'File Statuses'.

3. It opens the 'Manage Doc. Statuses' window with ability to add, amend and deactivate the file statuses and its permissions as required.

4. To create a new document status, click on 'Add New Status' button which adds a new document status and enables you to enter the status name and an abbreviation for the same.

In case your project has the setting 'Enable Comment Review' set to on, you will see an additional column called 'Enable for Review' while managing file statuses. This column will have a checkbox corresponding to each file status configured on the project. Select the checkbox corresponding to each file status that you need to also enable as comment review statuses for reviewing comments on your project.

5. While creating a new document status, system assigns default values for access rights on new status as default [no access], <<creating user>> as [admin] and <<workspace administrator>> as [admin].

6. Key in the file status name. To assign users, click or key in the characters in the textbox on right side and you can view suggested names for roles, organization and users. User records can also be searched by keying in email addresses.

7. Once role, organization or users are selected, give default access permission 'Access to Use' to allow selected users to use this status.

8. It enables you to change the access permission by clicking on roles, organization or the name of user.

9. Access permissions gives following access to the users.

No Access

Users will be unable to access the corresponding document status on the selected project.

Access to Use - Status Change

Role, organization and users will have access to particular document status while editing status of an existing document on the selected project.

Access to Use - Publish

Role, organization and users will have access to particular document status while publishing a document on the selected project.

Admin

Role, organization and users will have admin access to the document status the selected project and they can assign access permissions on that to other project users as well.
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10. You can view user's profile image, name, organization and email address on mouse hover against username that is added to the status.

11. Click on the gear icon against the document status to see formatting options.
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Select the option of 'Apply to Status Cell' to change the formatting of the selected status cell only in files listing area. Alternatively, select the option of 'Apply to Record' to change the formatting of entire file record in files listing area.

To format the font type i.e. make it bold, italic, underline and / or strike off, select the appropriate options.
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To change font color and / or fill color of a status cell or entire status record, select the appropriate shade of color using the shade selection dropdown. The two boxes in the dropdown shows the selected color (left) and current color (right). Click 'OK' to select the color shades for both font and fill or either of them.
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To reverse the formatting and color selection of any document status record, click on 'Reset to Default'.


Click 'Save' to apply the formatting changes.

12. Click on the second 'Save' button again at the bottom to confirm overall changes in the statuses. The document status will be added and will now be available to be assigned to a document.

13. You can search the statuses from header search bars either on basis of name of status or by entering roles, organizations or users and all the related statuses will be resulted into the table. You can also remove the roles, organizations, users by clicking on the 'X' icon against each title.

14. To deactivate document status, tick the 'Deactivate' option against status name. This is possible only if you have 'Admin' access on that status. Mark the checkbox and click on 'Save' to deactivate the status. The status that was checked earlier will now be deactivated.

15. To reactivate document status, untick the 'Deactivate' option against deactivated status name. This is possible only if you have 'Admin' access on that status. Unmark the checkbox and click on 'Save' to reactivate the status. The status that was unchecked earlier will now be reactivated.


Check: FAQs


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