Controlled Document Process Steps

The Process Steps page for controlled documents lists the files associated with the controlled document and shows the process steps that must be completed to release it.

Important: This app stores personal data in some settings. To follow good personal data management practices, Business Administrators may need to edit these settings to remove personal data, such as names, email addresses, and phone numbers.

This page discusses:

File Content

Column Name Description
File Name The name of the file associated with the controlled document.
Type The type of controlled document; for example, Quality System Document or Technical Document.
Version The version number of the file associated with the controlled document.
Actions The actions that you can perform on the controlled document:

Icon Action Description
Subscription Options

View and select subscriptions for a controlled document. See Collaboration and Approvals User's Guide: Subscription Management.



Viewer Download the files attached to the controlled document to your local computer so that you can open them for viewing.
Download a copy of the file but keep it unlocked

Download copies of the files attached to the controlled document to your local computer. Browse to the directory or folder in which you want to download the files.

If the controlled document has more than one file attached, the files are all added to a single ZIP file, which is downloaded to your local computer.

Check Out

Check out the native-format files attached to the controlled document to your local computer and lock the files for editing by other users who cannot unlock them. Navigate to the folder or directory you want to contain the files.

If the controlled document has multiple files attached, they are added to a single ZIP file, which is downloaded to your local computer.

Lock Lock the file from editing by other users.
Unlock Unlock the file to allow editing by other users.
Drop Files to Upload Add native-format files to the controlled document. See either Adding Files or Uploading Files.

Comments The comments associated with the check-in of the file.
Originator The person who created the file.
Modified Date The date on which the file was last changed.
File Size The size of the file in MB or KB.

Process Steps

The process steps for releasing a controlled document correspond to the controlled document's lifecycle states. In the step graph, each step circle has a step title and detailed information about that step. Click the caret to expand the view to see the step details. Click the caret again to collapse the view.

Process Step Process Step Description Corresponding Controlled Document Lifecycle State
1 Author Draft Document Author initial file content. Draft
2 Author Final Document Finalize and peer review file content. In Work
3 Approve Document Review and approve the controlled document. In Approval
4 Release Document Implement and release the controlled document. Approved

Note: If completed tasks are enabled for task comments, you can click or hover over to view the comments provided on a completed task. For more information on task settings, see Installation and Setup | Administrate | 3DEXPERIENCE Platform | 3DSpace | Collaborations and Approvals | Properties Reference | Route and Route Task Properties.

The completed process steps are shown in green. The active process steps are shown in blue. The process steps that are not yet available are shown in gray. The selected process step is shown with darker text and border. Each process step consists of several tasks that are optional or mandatory, and some that may be dependent on the completion of others. Complete all mandatory tasks for a process step before you can start the next process step.

An icon shows the status of each process step task:

Icon Process Step Task Status
The process step task is complete.
The process step task is optional, but not completed. You can work on this task, but you are not required to complete it to move to the next process step.
The process step task is mandatory and pending. You can begin working on this task, but you must complete it to move the next process step.
The process step flow is blocked by this incomplete mandatory or dependent task.

Process Step Column Name Description
1 Author Draft Document Activities

and

Activity Type

The activities that can be completed for this process step and an indication of whether it is mandatory that they must be completed:

Activity Activity Type Description
Author and Upload File Content Optional Add, edit, or download the files associated with the controlled document.
Identify Reference Documentation Optional Link to reference documents associated with the controlled document.
Add Implementing Organization Representative

Only appears if you have added an Implementation Organization.

Mandatory Add a representative from the implementation organization for the controlled document.
Unlock or check-in any checked-out files

Only appears if you have locked or checked out files.

Mandatory Use the actions available in the File Content section to unlock any locked files and to check in any checked out files.
Generate PDF

Only appears if ActivationMode is set to manual in the PDFRendering page object, <ActivationMode>manual</ActivationMode>.

 Optional Generates a PDF for the controlled document.
Start Document Peer Review Mandatory Complete this task to activate the Peer Review process step.
You must complete the Author and Upload File Content task before you can start this task.

Actions The actions that you can perform while completing this process step task:

Activity Icon Description
Author and Upload File Content (Drop Files to Upload) Upload and check in files to the controlled document.
(Upload) Select files to upload and check in to the controlled document.
(Check Out)

Check out the native-format files attached to the controlled document to your local computer and lock the files for editing by other users who cannot unlock them. Navigate to the folder or directory you want to contain the files.

If the controlled document has multiple files attached, they are added to a single ZIP file, which is downloaded to your local computer.

(Download)

Download the files attached to the controlled document to your local computer. Browse to the directory or folder in which you want to download the files.

If the controlled document has more than one file attached, the files are all added to a single ZIP file, which is downloaded to your local computer.

Identify Reference Documentation (Add Reference Documents) Search for and add any reference documents associated with the controlled document.
(Drop Files to Upload) Upload and check in files to the controlled document.
Add Implementing Organization Representative

Only appears if you have added an Implementation Organization.

(Add Implementation Organization Representative) Search for and add a representative from the implementation organization for the controlled document.
Unlock or check-in any checked-out files

Only appears if you have locked or checked out files.

- Use the actions available in the File Content section to unlock any locked files and to check in any checked out files.
Generate PDF

Only appears if ActivationMode is set to manual in the PDFRendering page object, <ActivationMode>manual</ActivationMode>.

 Generates a PDF for the controlled document.
Start Document Peer Review (Promote) Promote the controlled document into the In Work lifecycle state to start the peer review process.

Related Data A link to other data that is relevant for or related to this process step task:

Activity Icon Description
Author and Upload File Content Opens the document list for the controlled document. See Collaboration and Approvals User's Guide: Documents and Content.
Identify Reference Documentation Opens the list of reference documents associated with the controlled document. See Reference Documents.
Add Implementing Organization Representative

Only appears if you have added an Implementation Organization.

Opens the list of implementing organizations associated with the controlled document. See Implementing Organizations.
Unlock or check-in any checked-out files

Only appears if you have locked or checked out files.

- -
Generate PDF

Only appears if ActivationMode is set to manual in the PDFRendering page object, <ActivationMode>manual</ActivationMode>.

 Generates a PDF for the controlled document.
Start Document Peer Review Opens the controlled document's Properties page. See Quality System Document Properties.

Owner The person assigned to complete this process step task. If the user has a profile image available, it displays before the name; otherwise, a default profile image displays. If the user has an email defined, click the user's profile image to send an email to the user using your default email client. The user's name and address are prefilled in the To: field and the task title is pre-filled as the Subject: field of the email message.
Role The role of the person assigned to complete this process step task.
2 Author Final Document Activities

and

Activity Type

The activities that can be completed for this process step and an indication of whether it is mandatory that they must be completed:

Activity Activity Type Description
Author and Upload File Content Mandatory Add, edit, or download the files associated with the controlled document.
Assign Subject Matter Expert Optional Assign a subject matter expert, if the controlled document has periodic reviews enabled.
Add Implementation Organization Optional Add an implementation organization for the controlled document.
Initiate Change Control Process Mandatory Create or add an existing change request or change action to manage the change control process for releasing the controlled document.
Document is Approved for Change Control Dependency Complete the change control process steps to approve the controlled document for release. This task depends on the completion of the Initiate Change Control Process task.
You must complete the Start Implementation Planning task of the change order process steps before you can start this task.
Start Document Obsolescence
Note: Displays if a branch is added for an In Work to Obsolete transition.
 Optional If a branch is added for In Work to Obsolete transition, then this optional task displays. If this task is completed, the signature for the In Work to Obsolete transition is automatically signed, but the controlled document is not promoted to the Obsolete state. The Requested Change attribute on the Change Action will be set to For Obsolescence. If this task is completed, the Start Document Approval does not display in the process steps and Obsolete Document displays instead of Release Document in Step 4. When the user approves the change action, the document will be promoted to the Obsolete state. For mor information on maturity states, see Configuring Maturity Graphs (Lifecycles) in the Collaborative Space Configuration Center.
Assign Peer Reviewers Optional Assign a peer reviewer for the controlled document.
Finalize Document Content Optional Add, edit, or download the files associated with the controlled document.
Finalize Reference Documentation Optional Link to reference documents associated with the controlled document.
Peer Review Task Title Due Date:<Date>
Note: There may be more than one peer review for a controlled document.
Mandatory Complete each assigned peer review created for the controlled document.
Generate PDF

Only appears if ActivationMode is set to manual in the PDFRendering page object, <ActivationMode>manual</ActivationMode>.

 Optional Generates a PDF for the controlled document.
Finalize Reference Categories

Displays if enoDocumentControl.ReferenceDocuments. Validation=true

and enoDocumentControl.ReferenceDocuments. EnableContextualCategories=true.

 Mandatory Specify category value for all reference documents.
Start Document Approval Mandatory Complete this task to activate the Approve Document process step.
You must complete the Assign Change Implementation Reviewers task of the change order process steps before you can start this task.

Actions

The actions that you can perform while completing this process step task:

Activity Icon Description
Author and Upload File Content (Drop Files to Upload) Upload and check in files to the controlled document.
(Upload) Select files to upload and check in to the controlled document.
(Check Out)

Check out the native-format files attached to the controlled document to your local computer and lock the files for editing by other users who cannot unlock them. Navigate to the folder or directory you want to contain the files.

If the controlled document has multiple files attached, they are added to a single ZIP file, which is downloaded to your local computer.

(Download)

Download the files attached to the controlled document to your local computer. Browse to the directory or folder in which you want to download the files.

If the controlled document has more than one file attached, the files are all added to a single ZIP file, which is downloaded to your local computer.

Assign Subject Matter Expert (Assign Subject Matter Expert) Edit periodic review details, including the subject matter expert assigned. For more information, see Editing Periodic Review Details.
Add Implementation Organization (Add Implementation Organization) Search for and add an implementation organization for the controlled document.
Initiate Change Control Process (Create) Create a change request or change action and associate it with releasing the controlled document.

Select the type of change object that you want to create, then click Submit .

Icon Change Object Type
(Create New Change Request) Change Request
(Create New Change Action) Change Action

The Create Change Request or Create Change Action forms open, depending on your selection.

(Add Existing) Associate a change request or change action with releasing the controlled document.

Select the type of change request or change action that you want to associate with the release of the controlled document, then click Submit .

Icon Change Object Type
(Add Existing Change Request) Change Request
(Add Existing Change Action) Change Action

From the search results, select the change request or change action to associate with the release of the controlled document, then click OK.

Document is Approved for Change Control - This task is completed using the change process steps linked in the Related Data column.
Start Document Obsolescence
Note: Displays if a branch is added for an In Work to Obsolete transition.
 - If a branch is added for In Work to Obsolete transition, then this optional task displays.
Assign Peer Reviewers (Add Peer Reviewers) Search for and assign peer reviewers to the controlled document.
Finalize Document Content (Files) Finalize the list of files associated with the controlled document and their content. See Collaboration and Approvals User's Guide: Documents and Content.
Finalize Reference Documentation (Add Reference Documents) Finalize the list of reference documents associated with the controlled document.
Peer Review Task Title Due Date:<Date>
Note: There may be more than one peer review for a controlled document.
(Complete) Complete your assigned peer review for the controlled document.
(Edit Details) Provide comments about your assigned peer review for the controlled document.
Generate PDF

Only appears if ActivationMode is set to manual in the PDFRendering page object, <ActivationMode>manual</ActivationMode>.

 Generates a PDF for the controlled document.
Finalize Reference Categories

Displays if enoDocumentControl. ReferenceDocuments.Validation=true and enoDocumentControl. ReferenceDocuments.EnableContextual Categories=true.

 Edit the reference document category.
Start Document Approval (Promote) Promote the controlled document into the In Approval lifecycle state to start the approval process.
Note: This task can be completed only if the associated change action is in the In Work state, and the change action has an assigned Reviewer.

Related Data A link to other data that is relevant for or related to this process step task:

Activity Icon Description
Author and Upload File Content Opens the document list for the controlled document. See Collaboration and Approvals User's Guide: Documents and Content.
Assign Subject Matter Expert Opens the controlled document's Properties page. See Quality System Document Properties.
Add Implementation Organization Opens the list of implementing organizations associated with the controlled document. See Implementing Organizations.
Initiate Change Control Process Opens the change request or change action associated with releasing the controlled document, displaying the Content category.
Document is Approved for Change Control Opens the change order, change request, or change action associated with releasing the controlled document, displaying the Process Steps category.
Start Document Obsolescence
Note: Displays if a branch is added for an In Work to Obsolete transition.
 - -
Assign Peer Reviewers Opens the list of peer review tasks. See Peer Review Page.
Finalize Document Content Opens the document list for the controlled document. See Collaboration and Approvals User's Guide: Documents and Content.
Finalize Reference Documentation Opens the list of reference documents associated with the controlled document. See Reference Documents.
Peer Review Task Title Due Date:<Date>
Note: There may be more than one peer review for a controlled document.
Opens the route associated with the peer review tasks for with the controlled document.
Generate PDF

Only appears if ActivationMode is set to manual in the PDFRendering page object, <ActivationMode>manual</ActivationMode>.

 Generates a PDF for the controlled document.
Start Document Approval Opens the change order, change request, or change action associated with releasing the controlled document, displaying the Content category.

Owner The person assigned to complete this process step task. If the user has a profile image available, it displays before the name; otherwise, a default profile image displays. If the user has an email defined, click the user's profile image to send an email to the user using your default email client. The user's name and address are prefilled in the To: field and the task title is prefilled as the Subject: field of the email message.
Role The role of the person assigned to complete this process step task.
3 Approve Document Activities

and

Activity Type

The activities that can be completed for this process step and an indication of whether it is mandatory that they must be completed:

Activity Activity Type Description
Generate PDF

Only appears if ActivationMode is set to manual in the PDFRendering page object, <ActivationMode>manual</ActivationMode>.

 Optional Generates a PDF for the controlled document.
Document Change Final Approval Dependency Once the change order associated with releasing the controlled document promotes to the Complete lifecycle state, this task is automatically completed.
You must complete the all of the route tasks in Step 5 of the change order process steps before you can start this task.

Actions

The actions that you can perform while completing this process step task:

Activity Icon Description
Generate PDF

Only appears if ActivationMode is set to manual in the PDFRenderng page object, <ActivationMode>manual</ActivationMode>.

 Generates a PDF for the controlled document.
Document Change Final Approval - There are no actions for this step. It is managed by the change order's process steps. See Change Order Process Steps.

Related Data A link to other data that is relevant for or related to this process step task:

Activity Icon Description
Generate PDF

Only appears if ActivationMode is set to manual in the PDFRenderng page object, <ActivationMode>manual</ActivationMode>.

 Generates a PDF for the controlled document.
Document Change Final Approval Opens the change order or change request associated with releasing the controlled document, displaying the Process Steps category.

Owner The person assigned to complete this process step task. If the user has a profile image available, it displays before the name; otherwise, a default profile image displays. If the user has an email defined, click the user's profile image to send an email to the user using your default email client. The user's name and address are prefilled in the To: field and the task title is prefilled as the Subject: field of the email message.
Role The role of the person assigned to complete this process step task.
4 Release Document Activities

and

Activity Type

The activities that can be completed for this process step and an indication of whether it is mandatory that they must be completed:

Activity Task Type Description
Generate PDF

Only appears if ActivationMode is set to manual in the PDFRendering page object, <ActivationMode>manual</ActivationMode>.

 Optional Generates a PDF for the controlled document.
Assign Required People for Training Optional If training is enabled for the controlled document, assign or remove trainees.
Sign-off Document Implementation

Only shows if an Implementation Organization was associated with the controlled document's release in Step 1.

Mandatory If implementation is required for the controlled document, add or remove implementing organizations.
Make Document Effective Effective On Date: <Date> Mandatory Promote the controlled document to the Released state.

Actions

The actions that you can perform while completing this process step task:

Activity Icon Description
Generate PDF

Only appears if ActivationMode is set to manual in the PDFRendering page object, <ActivationMode>manual</ActivationMode>.

 Generates a PDF for the controlled document.
Assign Required People for Training (Add/Remove Trainees) Search for and add people who need to be trained on the released controlled document.
Sign-off Document Implementation

Only shows if an Implementation Organization was associated with the controlled document's release in Step 1.

(Complete Implementation) Provide your electronic signature to indicate that the released document has been implemented.
Make Document Effective Effective On Date: <Date> (Promote) Promote the controlled document into the Released lifecycle state to make it effective.

Related Data A link to other data that is relevant for or related to this process step task:

Activity Icon Description
Generate PDF

Only appears if ActivationMode is set to manual in the PDFRendering page object, <ActivationMode>manual</ActivationMode>.

 Generates a PDF for the controlled document.
Assign Required People for Training Opens the list of trainees assigned to the controlled document. See Training Page.
Sign-off Document Implementation

Only shows if an Implementation Organization was associated with the controlled document's release in Step 1.

Opens the list of implementing organizations associated with the controlled document. See Implementing Organizations.
Make Document Effective Effective On Date: <Date> Opens the controlled document's Properties page. See Quality System Document Properties.

Owner The person assigned to complete this process step task. If the user has a profile image available, it displays before the name; otherwise, a default profile image displays. If the user has an email defined, click the user's profile image to send an email to the user using your default email client. The user's name and address are prefilled in the To: field and the task title is prefilled as the Subject: field of the email message.
Role The role of the person assigned to complete this process step task.