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Document Life Cycle

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Purpose

The purpose of this function is to create and maintain Document Life Cycle Phases that can be applied on Document  Master to identity the current life cycle status of a document.

 

The life cycle is also specified per document type to serve as a default value when new documents are added.

 

Documents that are of a technical/engineering nature can progress via it life cycle phase and may include Concept, Advanced, Industrialization, Production, Obsolete etc.

 

It is not required that many life cycles be created and will depend on whether you have a use for recording the life cycle status of documents.

 

You do however need to create at least 1 life cycle in the system that can be applied by the functions mentioned above.

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1Active

Purpose

This field is presented as a checkbox, to indicate if the Document Life Cycle is active or not. When Document master records and Document Types are added, only an active document life cycles can be selected.

If the checkbox is checked, the Document Type is active and if unchecked, the Document Type is no longer active.

 

When a new document life cycle is added, the check box is automatically checked and disabled, with the result that any new document life cycle that is created is regarded as being active.

 

Impact of changing the value

When Document master records are added, only an active document type can be selected. Setting the life cycle to inactive will thus prevent it's future selection on new or existing documents or document types in the system.

 

Use in conjunction with

It is suggested that once a document life cycle has been set to inactive, that the function "Document Analysis" is applied to determine which documents in the database are still linked to this inactive life cycle in order to take corrective actions where deemed necessary (Document analysis provides an option to search for documents with a selected life cycle).

 

Population and Display Rules / Data Source

If the field carries a value of 1, the check box appears as checked, meaning 'yes'

If the field carries a value of 0, the check box appears as unchecked, meaning 'no'

hmtoggle_plus1Add

Purpose

This command button is clicked to add a new Document Life Cycle Phase in the system.

The button will enable if a unique (non-existing) document life cycle is typed in the field "Life cycle phase".

 

Security Settings / Who can change

Document Life Cycle add-rights required to add a new document life cycle

hmtoggle_plus1Change

Purpose

This command button is clicked to change data for a selected Document life cycle in the system (e.g. the description or active status).

The button will enable if an existing document life cycle is selected in the field "Life cycle phase" and if the user has the required change-rights.

 

Security Settings / Who can change

Document Life Cycle change-rights required.

hmtoggle_plus1Delete

Purpose

This command button is clicked to delete the record for a selected Document Life Cycle in the system.

The button will enable if an existing document life cycle is selected in the field "Life cycle phase" and if the user has the required delete-rights.

 

A Document life cycle cannot be deleted once it has been linked as the Life cycle for 1 or more documents in Document Master or for 1 or more document types.

 

Security Settings / Who can change

Document Life Cycle delete-rights required to delete a record

 

Tips

A life cycle cannot be deleted once it has been specified as the Document life cycle for 1 or more documents in Document_Master.

 

A life cycle cannot be deleted once it has been specified as the Document life cycle for 1 or more documents types in Document_Types.

 

If the system prevents the deletion due to the above rules, you may  set the status to inactive to prevent future use of this document life cycle on any of the associated functions.

 

Alternatively, you can determine which documents or document types are linked to the life cycle you intend to delete, then change the document life cycle to another valid value on the related documents/types and then re-attempt the delete transaction.

hmtoggle_plus1Description

Purpose

This field is presented as a text box, to specify and maintain the description for a document life cycle phase.

A value must be entered for this field, up to a maximum length of 50 characters.

 

Impact of changing the value

None other than displaying the new description on all functions where the life cycle and description are displayed.

 

Tips

Keep in mind that Documents in Document Master also has other fields to determine whether the document is planned, created, archived or disposed. If those settings are adequate you need not create a multitude of life cycles in the system.

hmtoggle_plus1Life Cycle Phase

Purpose

This field is presented as a text box, to specify and maintain  the valid document life cycle phases that can be applied for Documents in the Document Master.

It is the primary key for the table Document_Life_Cycle and a  value must be entered for this field, up to a maximum length of 10 characters.

 

Impact of changing the value

Cannot be changed