Document and task status
The document status applies to the workflow associated with the document. The status of the last workflow step is the status of the document.
The task status applies to comments in a discussion. The status of the last comment is the status of the task.
Although managers can edit the status of a task by editing the last comment, it’s preferable to add a new comment with the updated status value instead. This lets you and other members keep track of the task progression and document the reason for updating the task.
The workflow status can only be changed by adding a new step.
As of PageSeeder v6 the icon used in the user interface for each status is configurable using the
documentStatusIcon Group properties or via the Project configuration page. The currently supported icons are as follows:
|For active tasks and workflows (see following section)|
|For resolved tasks and workflows|
|For approved workflows|
|When tasks and workflows no longer require any action|
|Indicates an unconfigured status|
A status is considered active when there are activities associated with the task or workflow. In other words, an active task or workflow indicates work to be done.
PageSeeder displays active tasks and workflows by default in the user interface so that it’s easier to see which items require action.
The default active statuses are:
- Task – Open
- Workflow – Initiated, In Progress, Complete
Unless a manager configures the group to use a different set of statuses, PageSeeder provides default statuses following a basic approval process that relies on the roles of group members.
Default task statuses
Tasks are configured by default, assuming the following:
- Any member of the group can create a task.
- A contributor or higher then resolves the problem, either their own task or a task assigned to another member, then
- An approver or administrator can look at and close the task.
This is the initial status of a task after it has been created. The description of the task is typically defined in the most recent comment that gained that status.
For example, if a task arises from a discussion, set the status to ‘Open’ on the comment that describes the problem or action to take to fix it.
Any member of a group – except guests – can open a task.
The work described in the task has been done and has resolved the corresponding issue. When a task is resolved, an email notification is sent to approvers.
Only contributors or higher can resolve a task.
An approver has verified that the issue is resolved and the task no longer requires any action. If the issue has not been resolved, the task can be reopened. In the user interface, closed tasks are usually no longer listed a period of time after they have been closed.
Natural lifecycle: Open → Resolved → Closed
Default document workflow statuses
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.
The workflow has been created but work on the document has not started. Only a manager can initiate a workflow.
Work on the document has started. Only a contributor or higher can indicate that they have started work on the document with this status.
Work on the document is complete and waiting for approval before publication. Only a contributor or higher can indicate that they have completed work on the document with this status.
When a document is marked as complete, an email notification is sent to approvers.
An approver has approved the document for publication.
Work on the document has been suspended and might resume. Any manager can suspend a document.
The document must no longer be used. The workflow must not be restarted. Any manager can terminate a document.
Natural lifecycle: Initiated → In Progress → Complete → Approved → Suspended → Terminated
Set in the group properties, the document workflow and task statuses depend on the role that a member has in the group.
The maximum number of status is 12 task and 12 workflow statuses. However, apart from the consequence for the UI, it’s harder to get users to use statuses correctly when there are too many.
The recommended setting is:
- Consider whether you really need to use custom status first.
- If you do, keep status names short and meaningful.
- Ideally under 8 statuses each for tasks and workflows.
- Configure custom statuses in the Global template project, so that the correct statuses appear on the My tasks & workflows page.
Allowing reviewers to update workflows
This cannot be enabled using the UI; the administrator must have access to the server file system to edit the global properties.
To allow reviewers to update workflows, add the
create-workflow value to the