---
title: "Document status"
source: https://dev.pageseeder.com/reference/glossary/document_status.html
description: "Document status in PageSeeder assigns group members to documents, tasks, and dates to formalize lifecycle stages like creation, review, and release, eliminating spreadsheet-based management overhead."
last_updated: 2026-09-08T11:42:53+10:00
tokens: ~1342
---

# Document status

Assigning a [status](/reference/glossary/status.md) 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.

## Configuration

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 workflow is based on their role within a group. For more information, see the [status](/reference/glossary/status.md) document. 

### Status order

The document status has a natural lifecycle order. The list of workflow status values must be entered in the same order and 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. Document workflows are configured by default to follow a basic editorial process where the status is also used to communicate who is working on a document and whether it is ready for publishing.

### Default status and roles

|  | Initiated | In Progress | Complete | Approved | Suspended | Terminated |
| --- | --- | --- | --- | --- | --- | --- |
| Approver | Y | Y | Y | Y | Y | Y |
| Manager | Y | Y | Y |  | Y | Y |
| Contributor |  | Y | Y |  |  |  |
| Reviewer |  | Y | Y |  |  |  |

#### State diagram

![default\_workflow\_statuses.svg](/content/images/glossary/default_workflow_statuses.svg)

### Status description

Natural lifecycle: **Initiated** → **In Progress** → **Complete** → **Approved** → **Suspended** → **Terminated**

> **Tip:** The workflow status can only be changed by adding a new step.

#### status-open Initiated (active)

The workflow for the document has been created, 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.

- Only a *manager* can initiate a workflow.
- The equivalent [task status](/reference/glossary/task_status.md) is ‘Open’.

#### status-open In Progress (active)

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.

- Only a *contributor* or higher can indicate that they have started work on the document with this status.
- The equivalent task status is ‘Open’.

#### status-resolved Complete (active)

Work on the document is complete and waiting for approval before publication. Any internal post-completion operations, such as the final editorial review before approval, should be conducted. When a document is marked as complete, an email notification is sent to *approvers*. This status is considered *active*.

This might be the final state in simple editorial workflows.

-  Only a *contributor* or higher can indicate that they have completed work on the document with this status.
- The equivalent task status is ‘Resolved’.

#### status-approved Approved

An *approver* has checked that the document no longer has any outstanding activities. This can be used to mark the document as ready for publishing.

This is a **final** state in the document workflow.

- *Approvers* can indicate that work is completed on the document with this status.
- The equivalent task status is ‘Closed’

#### status-closed Suspended

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.

#### status-closed Terminated

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’.

> **Tip:** #### Locked state Managers can configure which workflow status can mark a document as ‘locked’, making it uneditable until the status is changed (**workflow statuses only**).

### Notification

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](/guide/configuration/properties/global_properties.md) 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).