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A-Z glossary of PageSeeder concepts

Document status

Assigning a status is a way of associating a group member with a document, a task and a date. The primary objective of the document status is to formalize lifecycle stages such as creation, review and release. Using the collaboration and reporting tools of PageSeeder, the document status can eliminate much of the overheads and inaccuracies associated with managing document lifecycles using spreadsheets and email.


The document status is configured as part of the group or project configuration. It depends on the editorial process for documents. See below for an explanation on PageSeeder’s default configuration.

Status and roles

The status that a member can set on a document is based on their role within a group. Each role can be associated with a list of document statuses that appear as an option on the workflow step when editing the workflow.

Only the Approver is able to set any document status.

RolePermissions and workflow options
ApproverFull editorial control – can manage documents and workflows
ManagerLimited editorial control – can manage documents and workflows
ContributorLimited editorial control – can edit documents and only start or end work on a document
ReviewerNo editorial control – can only comment on documents and start or end work on a document

When configuring document status, start with the ‘Approver’ role and remove statuses that other roles are not allowed to set.

Status order

The document status has a natural order; all values must be entered in the same order and it should reflect the order in which the document status is naturally changed.

For example, if the document status is to start with ‘Initiated’, then naturally progress to ‘In Progress’ before being set to ‘Complete’, the status should be entered in the following order:

  1. Initiated
  2. In Progress
  3. Complete

PageSeeder defaults

The default document statuses in PageSeeder are based on Workflow Reference Model but have been adapted to document management and PageSeeder’s capabilities.

Status and roles

InitiatedIn ProgressCompleteApprovedSuspendedTerminated

State diagram

Workflow state diagram

Status description


The workflow for the document has been initiated, but no activities have been started on the document. This status is considered active.

This state is usually the initial state when the editorial process requires managers and approvers to allocate work for the document.

The equivalent task status is ‘Open’.

In Progress

Activities on this document are in progress. This usually means that the document content is still being actively worked on. Additional labels can be used to describe the nature of the activities being performed.  This status is considered active.

This might be the initial state in simple editorial workflows.

The equivalent task status is ‘Open’.


The document is considered complete. Any internal post-completion operations, such as the final editorial review before approval, should be conducted. This status is considered active.

This might be the final state in simple editorial workflows.

The equivalent task status is ‘Resolved’.


An “Approver” has checked that the document is ready and that there are no longer any outstanding activities.

This can be used to mark the document as ready for publishing. This is a final state in the document workflow. The equivalent task status is ‘Closed’


The workflow is quiescent and no activities are started until the process has returned to the ‘In progress’ state.

This state might be used in large editorial teams when a document cannot be considered complete and nobody actively works on this document.


Work on the document has been stopped before its normal completion.

This is a final state in the document workflow. The equivalent task status is ‘Closed’.


Email notification is controlled by setting the Notify option to ‘silent’, ‘normal’ or ‘announce’. This defaults to ‘silent’ for workflows.

However, the following global property also determines if an email notification is sent when creating workflows in bulk:

  • maxWorkflowNotifications – The maximum number of notifications when adding bulk workflows by upload, folder or search (if more than this, then none are sent).
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