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Antenor BMS help

Document states, status texts and the revision list

This page lists the states a document in a standard document module (for example Avvik, Kundetilfredshet or Styrende dokumenter) can be in, the status text that lists show for it, what moves a document into each state and what moves it out, and what the revision list in the info panel shows. Section names, status names, receivers, and which buttons a step offers are your company’s own setup of the module. For the steps, the rights and the dashboard boxes, see Workflow steps, statuses, receivers and notifications.

The status text in lists

Section titled “The status text in lists”

The status text of a document in a standard document module is worked out from the step the document is at and from the statuses your company has set per section; see Set the document statuses for a module.

Situation of the document Status text shown
The document is at its first step: just created, saved without sending, or rejected back to the first step. “New”.
The document has been sent from its first step, and the receiver has not yet taken it over with the green button. “New” followed by “ - Waiting For Approval”.
The document has been sent from a later step, and the receiver has not yet taken it over with the green button. The status your company has set for the section the document was sent from, followed by “ - Waiting For Approval”.
The receiver has taken the document over with the green button, or the document was rejected back to a later step that its owner had already taken over. The status your company has set for the section of the person who now owns the step.
The document is published, also when it was saved as an observation. A status your company has set for the end of the workflow; which one depends on how the module’s statuses are set up.
No status is set for the section that decides the text. “Status not set in module”.
The module has no status set for any section. “Status not set in module” for every document in the module, also for documents at their first step.

So for a document in a standard document module, “ - Waiting For Approval” means that the receiver has not yet clicked the green button. Once the receiver takes the document over, the text changes to the status of the receiver’s section.

States and what moves a document between them

Section titled “States and what moves a document between them”
State of the document What it means How a document gets there How it leaves the state
At the first step The person who owns the first step can fill in the first section; everyone else sees the document in view mode. It is created with New followed by the module name in the left menu (in the Norwegian interface Ny Registrering), saved with the floppy disk, or rejected back to the first step by the receiver of the second step. It is sent with the paper plane, approved by its owner with the green check, saved as an observation, sent externally, or deleted with the trash; see Delete or archive a document.
Sent, waiting to be taken over The receiver has the document in Documents awaiting your approval; the sender has it in Documents sent for approval and can no longer change it. The owner of the step clicks Send in the send dialog. The receiver clicks the green button (the document is taken over) or the red button (the document is rejected).
Taken over The receiver owns the step and fills in their section. The document is in their Your in progress documents. The receiver clicks the green button. The owner sends it on, approves it with the green check, or uses Observation, forwarding or sending externally where the step offers them.
Rejected back The receiver’s step is removed: the document goes back one step, and the Log view no longer has a line for that step. The owner of the previous step owns the document again and can change it and send it again. A red box on the document shows who rejected the section and the message they wrote. The rejection is listed in the Log view; see The Log, Attachments, Actions and External views. The receiver clicks the red button and confirms with a message. The owner sends it again. A document rejected back to its first step can also be deleted.
Section forwarded The owner of the current step has sent their section to another user to fill in. The other user sees a panel saying who sent it, with the message, and can accept the section or reject it back. The owner clicks Forward, on a step where your company has switched forwarding on. The other user accepts the section, or rejects it back to the person who forwarded it.
Waiting for someone outside ABMS The section has been sent to an e-mail address outside the company, and the External view shows “Waiting for response”. The owner clicks Send externally, on a step set up for it. The form is returned, or the 14-day link expires; see Send a document to someone outside ABMS.
Published The last step has been approved. The document is no longer changed through the normal workflow, and it shows its final status (see the first table). The last section is approved with the green check, the document is saved as an observation, or a form returned from outside ABMS publishes it directly in a module set up for that. It stays published. It can get a new revision or single-field changes; see Edit a published document and see earlier revisions. It can be archived. Your company cannot delete a published document itself; see Get help from Antenor support.
Published as an observation The document was published at once and its remaining sections were skipped. Like any published document, it shows a final status (see the first table). The revision list shows who saved it as an observation, as which type, when, and from which section (see below). The owner clicks Observation; see Save a document as an observation. As for a published document.
New revision in progress A newer revision of a published document is being worked on. The published revision stays visible to everyone and is still the current one in the revision list. Anyone else who clicks the big pen gets a message naming the person who has the newer revision. Someone clicks the big pen on a published document in a module with revisions. If the module’s form has been changed since the document was published, the new revision first takes the module’s current form. The new revision is published and becomes the current one, or it is deleted at its first step with the trash (tooltip “Delete revision”).
Expired revision A revision that was published and has since been replaced by a newer published revision. A newer revision of the document is published. It does not leave this state; it stays in the revision list. Printing it first asks “This is a previously published revision, are you sure you want to print it?”, and the PDF footer notes that the revision has expired; see The print dialog and the PDF.
Archived The document is hidden from lists for users without the Archive right on the module’s row. Dashboard boxes leave it out for every user. It has no big pen and no star, and the info panel shows Archive details. Archiving applies to the document in every version of the module’s form. A user with the Archive right clicks Archive and gives a description; see Delete or archive a document. A user with the Archive right clicks the same button (tooltip Archived). Unarchiving removes the archive description and the name of the person who archived it.
Deleted The document no longer exists. It was deleted with the trash at its first step, or, for a published document, it was deleted through Antenor support; see Get help from Antenor support. It cannot be brought back from the document page.

The revision list in the info panel

Section titled “The revision list in the info panel”

The info panel opens with the info icon (i) in the view-mode button bar; its other items are described in Revisions and the info panel.

Part of the revision list What it shows
Order The newest revision first. The original document is the last line.
A revision line “Revision:” and the revision number, then the state of that revision, then, for a published revision, the date it was published.
State “Current published” The published revision that is in force now.
State “Expired” A revision that was published earlier and has been replaced by a newer published revision.
State of a revision that is not published The status text of that revision, as in lists (see the first table).
The last line Original document, the first revision of the document, with its state and publishing date.
Arrow next to a revision Shown when that revision was saved as an observation. Click it to see “Saved as” with the type (for example Observation), the person who did it, the date, and the number of the section it was saved from.
Clicking a line Opens that revision in a new browser tab.

Next step

Section titled “Next step”
Section titled “Related”