Content statuses are an easy and powerful way to track and manage folders and documents in your project, whether a user is collecting documents for due diligence, collaborating on reviewing exhibits for litigation, or organizing clinical trial information between multiple stakeholders.
Setting Up Content Statuses for a Project
Note: A user must have a Project Role or Manager or Administrator to manage Content Status.
Note: A project may contain up to ten statuses.
- Go to the project’s Settings > Terminology tab.
- Under the Document & Folder Status heading, click Add Status.
- Enter the Status in the text field, and assign a colour to the Status.
- Hit the Return key or click outside the Status text field to save the Status.
- Click Save Changes.
The Content Status column must be displayed now that content statuses are populated. To do so:
- Go to the project’s Settings > Options tab.
- Under the Column Display heading, click the Status checkbox.
- Click Save Changes.
Content Statuses may now be added to documents and folders.
Setting Up Content Statuses for a Site
Note: A user must have a Site Role of Administrator to manage Content Status at the Site level.
- Go to the site level’s Settings > Terminology tab (Hint: Click your site's logo to find the site's Settings tab).
- Under the Document & Folder Status heading, click Add Status.
- Enter the Status in the text field, and assign a colour to the Status.
- Hit the Return key or click outside the Status text field to save the Status.
- Click Save Changes.
The Content Statuses you have set up will appear as default content statuses for any new projects created. They may then be modified at the project level.
Removing Content Statuses from a project
An Administrator may remove the Content Status column from a project at any point. This removes users’ ability to add and remove content statuses from documents and folders.
To remove the content status column from your project:
- Go to the project’s Settings > Options tab.
- Under the Column Display heading, uncheck the Status checkbox.
- Click Save Changes.
Adding Content Status to a Document
Note: A user with a content role of Contributor or above may add and modify a document’s content status.
To add Content Status to a document:
- In your project’s Documents tab, find the document to which you would like to add a Status.
- With the document displayed in the document pane, hover your mouse over the document’s Status column. Click the existing status to change it, or select “Add Status” to add a new content status.
Note: If you do not see the Status column, click the Show/Hide Columns button and check the Status checkbox. If you do not see the Status checkbox, Content Status is not enabled for the project. Please contact the project’s Administrator.
Adding Content Status to Multiple Documents
- In your project’s Documents tab, place a checkmark next to the documents whose status you want to change.
- With the documents selected, hover your mouse over one of the documents’ Status column. Click the existing status to change all of the documents statuses, or select “Add Status” to add a new content status to all of the selected documents.
Frequently Asked Questions
Q: Can I download only documents with a specific content status? e.g. all Final docs?
A: Yes, this is a bulk download option. Note: Document status is used; folder status is ignored.
Q: Does changing the status change permissions on the document or folder?
A: No, the status of a folder or document does not change its behaviour or permissions at all. It is simply an optional bit of extra information that can be used to organize, sort, bulk download, and manage content better.
Q: How can I see all documents with a specific status?
A: There are a few ways:
- Use the Quick View > All at the directory, and sort by Status column or use filter search.
- Use the Bulk Download > Download Options > Download all documents with X Status tool.
- Use the Export Directory/Index listing to see the content status in an Excel column.
Q: What happens if I rename a status?
A: In a project:
- If you rename an existing status that has been used on documents and/or folders in the project, the status on those documents/folders will be renamed as well. You will not see the old status name anywhere.
At the Site level:
- If you rename a status in Site Settings, it does not affect any current projects. Going forward, new projects will include the renamed status as a default value.
Q: What happens if I delete a status?
A: In a project:
- If you delete an existing status that has been used on documents and/or folders in the project, the status on those documents/folders will be deleted as well. The documents/folders will have no status going forward.
At the Site level:
- If you delete a status in Site Settings, it does not affect any current projects. Going forward, new projects will not include the deleted status as a default value.
Q: Can I see document status in Document Activity Reports?
A: Yes. Document Activity reports will display the status on the document at the time the activity takes place. If the status is changed on an document or an Administrator altered a status in Project Settings, the report will not be changed.