On the VaultAdmin Lifecycle
tab, you can set rules for documents as the documents progress through
the development lifecycle. Lifecycle is the anticipated life of a product,
from its inception to its disposal. Lifecycle statuses define the phases
of the product's history.
statuses. You can name
statuses based on your company definitions. Every company has its own
status designations. For example: In
Design, In Work, Pending, Awaiting
Review, Released, Obsolete, Archive.
rules. You can specify
the owner, restrict revision, and specify the status based on a change
in status. For example: When a document changes from Pending
to Released, the owner changes
to a manager; or when a document with Released
status is checked in, the status changes to the first status in the list.
Revisions. Documents often go through several
revision levels for each lifecycle status.
Setting a lifecycle is optional.
lifecycle. Makes the other settings available.
Control document access using status.
Enables controlling access for specified users and groups at each status
under Rules for the selected lifecycle
Rules set by the vault administrator on the VaultAdmin Lifecycle tab take precedence over client
check in settings. If a VaultAdmin rule is in effect, lifecycle status
change is disabled during client check in.
Allow take ownership with Read-Only
access to latest document revision. This lets users take ownership
of a document if they have read-only access based on the document’s revision
Create a set of lifecycle statuses. For example: Under
Development, Under Review,
and Released to Market.
To create a status, click New
Status, type a name in the dialog box, then click OK.
Status names are case insensitive.
To delete a status, select the status, click Delete, and click OK
To reorder the list, select a status and click
Move Up or Move
Down. The order is important because it defines the progression
of documents through the lifecycle.
Allow status changes on check in and
allow revision levels based on the status. If users or groups have
permission to change lifecycle status, the status can be specified in
the check-in dialog box. The change in lifecycle status occurs as a separate
check in. Lifecycle rules are based on the status:
Users, groups that can change status.
Select one or more of the following:
with RW access. Owners with read-write access can change a document’s
with RO access. Owners with read-only access can change a document’s
This user or
group. Select from the
Allow only administrators
to change the status of previous revisions. The selections above
apply to the current revision. This option restricts status changes for
previous revisions to administrators.
Rules for the selected lifecycle status
Select a status under Lifecycle statuses
and specify rules for that status.
When a document
is checked in or changed to the selected status.
document owner to: <do not
or a user name in the list.
document revisions at the selected status to status: <do
not change> or a status in the list
When a document
at the selected status before check in is next checked in, change the
document status to:
<do not change>
Next status item
First in list
Last in list
A status in the list
When a document
at the selected status before check in is next checked in, allow its revision
to change at these levels. Depending on the document's current
you can restrict document check-in. Selecting Primary,
Secondary, or Tertiary controls which elements
of the revision level are allowed to change during check in. The initial
check-in is considered a change from null to a value.
For example, if the revision scheme uses
both Primary and Secondary
levels, then you must select both Primary
and Secondary levels for check
in at the selected lifecycle status for documents to be checked in at
that status. However, if you select Primary
and not Secondary, then Secondary is allowed to change to first
in the list when Primary changes;
for example, PRE-11 to DEV-01.
copy is the only revision level selected, then Working
copy is required when checking in documents at the selected lifecycle
status, including the first check for documents not in the vault when
the status is first in the list.
You can restrict access more
with lifecycle status than for projects.
with Workgroup PDM