Document life cycle component

Document life cycle

This component supports the whole document management process, which includes creating, editing, proofreading and publishing documents. The procedure for managing documents is described in the online help for users.

The following settings in the Management Console are prerequisites for the document life cycle process:

You will need to create a "Document life cycle" component in the Portal Management area.
You will need to specify which users can access this component.
The Quality assurance representative is most probably the first person involved in the process.
There are other people involved in the document management process, each with a specific task.

Editors

Reviewers

Approvers

Readers

The distribution list containing those who read the document

The person responsible for quality assurance and other persons involved must enter the corresponding license. By doing so, you activate the corresponding functions for these users.
In the Roles folder in the User Management area, make sure that the Quality assurance representative has been assigned the Manage document life cycle right.
Editors, reviewers and approvers must be given the Edit managed documents right. You can assign users this right in the users in Roles folder in the User Management area.
You can also appoint someone as the Quality assurance representative's deputy.
For the Quality assurance representative to be able to select editors, reviewers, approvers, readers and a distribution list for a document, he or she must have external access rights to these users.
In the Miscellaneous area, you can define for managed documents whether reviewers and approvers are also allowed to edit the documents.

Adopting participants

If a project list for documents or project document has participants, then when a data record is linked to it, these participants are automatically entered in this data record.

The administrator sets this option in the Management Console.

Procedure

Open a project list for documents, for example.
Click Linked projects.

A list opens showing all projects that are linked with this document.

If you now create a new project or open an existing project, Change...participants shows the participant selection window.
You will see the Adopt all participants from parent process option.

Click this option to adopt the participants from the parent document.

Participants may already have been entered. If this is the case, only those participants will be adopted, who have not yet been entered in Selected editors on the right.

The All (public) participant cannot be adopted.
The same applies to participants with no external access rights.
The Adopt participants from... link is available in the project documentation form.