Processes, value streams and managed documents go through different stages in their life cycle. We use colour-coded statuses to highlight their development life-cycle.

There are two places to find the status of items. In the summary screen, you can click on the triangle beside the status heading to group the list according to the status by arranging it alphabetically. Within an item, under the title you will find a chip that displays the current status and version of the item.

The first step for any process, value stream or managed documents is a draft. Draft items can only be viewed by stakeholders (owners, experts and authors) and your company administrators. A user can request to be notified once the item has been published.

Once the item is complete and up to date, it needs to be published. Publishing an item makes it available to all users in the company. Users can follow the process with confidence knowing that they are referring to the latest version.

When an item is due for a review, the overdue status will appear (within 30 days of the review date). Tasks are sent to the stakeholders on the item as a reminder to check and amend the item where needed.

A future state can be considered as a draft of a published process. A future state allows the process to be updated while still allowing users to view the published process. Only stakeholders and administrators can access the future state, thus keeping the unfinished process out of view of users that may be using the published process.

This status only applies to companies that have the process approval permission enabled. With this permission, all items would need to be approved by multiple roles, this status shows when approval is pending.

When an approver declines an approval request for publish, this status will appear. Changes to the item need to be made and the item needs to be resent for approval.

There are two statuses that provide a good way of controlling the available content within your company. These statuses are considered a higher-level status due to the fact that they are chosen statuses. These two statuses are:

A published item can be taken offline so stakeholders can make vital and necessary changes without users accessing the published version. Unlike a future state that is used to make changes for the future, while the item is still available, an offline item becomes completely unavailable to users that are not a stakeholder. Users are able to see that the item exists in the summary screens and can request to be notified once it has been completed and published again.

Changing an item from public to private is moving the item to the most restricted access we offer. Unlike all other statuses, who can view and edit private processes is limited to a small group. Only users that are listed as a stakeholder can access the item. This means that highly sensitive, or confidential information cannot be accidentally accessed.