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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.

Some advantages of using lifecycles are:

  • Lifecycle status provides additional information about the state of a product's development.
  • You can control the development process through rules that specify document ownership and document check in behavior.

Name 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.

Specify 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.


Documents often go through several revision levels for each lifecycle status.

Setting a lifecycle is optional.


Enable 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 status.
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 level.

Lifecycle statuses

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 confirm.
  • 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.

Change status

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 step after check in. Lifecycle rules are based on the status:
  • In the vault before check in
  • Selected in the check-in dialog box
Users, groups that can change status Select one or more of the following:


Document owner with RW access

Owners with read-write access can change a document’s status.

Document owner with RO access

Owners with read-only access can change a document’s status.

This user or group

Select from the list.

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
  • Change the document owner to: <do not change>, <none>, or a user name in the list.
  • Change other 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>
  • Previous status item
  • 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 revision, 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.

If Working 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.
Do not allow status to return to the selected or a prior status Following the sequence of status levels under Lifecycle statuses, documents that move beyond the selected status cannot return to this status.
Control access to document revision at the selected status as follows (select in columns 1 and 2) Select RO (Read-only ) or RW (Read/Write ) for specific users and groups.
You can restrict access more with lifecycle status than for projects.

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