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If it does not exist continue to Step 2 to create it.
Step 2 : Select State from the Select Type drop down list.
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Step 4 : In ‘Configure Options', click 'Check the date is based on' menu and select the custom date user field you would like this document to be closed/completed by. In this example we call it 'Forecast Date’
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When uploading document in Publication Space, this date user field will need to be filled in, in order to calculate the due date and for colour signals to work. In this example, user will need to fill in Forecast Date while uploading the document. |
Step 5 : 'Determine the result based on' will show the indicated documents State using either of two logic options:
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Step 6 : 'Configure Statuses' is where you configure the colour signals that will show the State of a document in the Publication space register:
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Blank Date - signals that the date user field assigned in Step 3 is not filled. Used for documents that do not require a date of completion (for example if you are uploading already Approved documents)
Neutral - signal for when the document has not reached the period assigned for warning
Warning - signal for when the document has reached the period assigned for warning
Warning period : can be assigned by entering the number of days. This is the number of days before due date is reached.
Late* - signal for when the document is past it's due date
Completed Late - signal for when the document was closed past it's due date
Completed - signal for when it's rev status is complete/closed before Late period
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(Note: all colours are configurable as well as the number of days preceding the deadline (completed) date.)
Lets try it out…
Once configured, this is how to view it :
Step 1: Once configuration is complete, you will start seeing a colour signal when documents are uploaded (given that custom date user field (Forecast Date in this example) is filled in :
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Once uploaded, you will see a view like thisStep 2 : Click the edit columns button in document register and ensure State user field is shown
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You will now see colour coding in your Publication space preview screen and in Details tab when viewing the document:
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