Appendix 3: List of documents status

Eleven different status are used in eDMS to represent the flow of a document pushed into the system. Each status is represented by a specific icon:

Table 13.2. Appendix 3: List of documents status

ICONSTATUSDESCRIPTION
CLOCKPendingA document has been pushed with a subsequent start date
GREEN LIGHTAvailableAn active document has been pushed into the system and is available
UP ARROWChecked OutThe document has been set in a status check out by an editor (or somebody having write access to the document), in order to prevent simultaneous updates of a new document release. When a document is checked out, only the person who set this status is able to check in a new release.
PADLOCKSystem lockDocument locked by the system when a user is modifying document's data
TRASHDeletedA user can delete a non used document (and undelete it if necessary)
XExpiredThe end date of a document has been reached
X on UP ARROWChecked Out and ExpiredThe end date of a document has been reached but a new version of the document is currently checked out
C SIGNWaiting for ControlA document is submitted to an internal validation process flow and needs to be controled
V SIGNWaiting for ValidationA document is submitted to an internal validation process flow and needs to be validated
GLASSES MANRejected at controlA document, submitted to an internal validation process flow, has been rejected at the control step
STOP MANRejected at validationA document, submitted to an internal validation process flow, has been rejected at the validation step

Rem: The status is directly linked to a document and NOT to each version of a same document.

Table below represents the rules applied on document that are pending, available or expired (regarding document status):

Table 13.3. Document flow rules

 EXPIREDPENDINGTIME OK
DELETEDDELETEDDELETEDDELETED
LOCKEDLOCKEDLOCKEDLOCKED
WAITING CONTROLWAITING CONTROLWAITING CONTROLWAITING CONTROL
WAITING VALIDATIONWAITING VALIDATIONWAITING VALIDATIONWAITING VALIDATION
REJECTED CONTROLREJECTED CONTROLREJECTED CONTROLREJECTED CONTROL
REJECTED VALIDATIONREJECTED VALIDATIONREJECTED VALIDATIONREJECTED VALIDATION
CHECKED OUTEXPIREDPENDINGCHECKED OUT
NO LOCKEXPIREDPENDINGAVAILABLE