Controlled Documents Lifecycle

Quality system documents and their revisions are created in the Draft state. To promote the quality system document from the Draft state, it must be added as a Proposed Change to a Change Order. When the associated Change Action is promoted from the Prepare to the In Work state, the quality system document is not automatically promoted to the In Work state. The quality system document's owner must manually promote it to the In Work state.

In the In Work state, designated users can review the quality system document. Reviewers without access to the document through their roles can be manually granted the new "Review" access to do so using the sharing capability. For more information, see 3DEXPERIENCE Basics: Sharing Page. "Review" access grants reviewers the ability to read, modify, check in, and check out the quality system document.

If the Change Action associated with the quality system document is demoted from the In Work state to the Prepare state, then the quality system document is also automatically demoted from the In Work state to the Draft state. The quality system document's owner can also manually demote it from the In Work state to the Draft state if the associated Change Action and Change Order are in the In Work states.

The quality system document is automatically promoted from the In Work state to the In Approval state when the associated Change Action is promoted from the In Work state to the In Approval state by the Change Action's owner. If any files are checked out of the quality system document, it cannot be promoted so the associated Change Action will also not be promoted.

When the quality system document is in the In Approval state, the approval tasks for the associated Change Action can be approved or rejected.

If the Change Order associated with the quality system document is demoted from the In Approval state to the In Work state, then the quality system document is also automatically demoted from the In Approval state to the In Work state. The quality system document's owner or the Document Control Administrator can manually demote the quality system document from the In Approval state to the In Work state if the associated Change Order is in the In Approval state.

After the associated Change Order is manually promoted to the Complete state, the associated Change Action is automatically promoted from the Approved state to the Complete state, and the quality system document is automatically promoted to the Approved state. This ensures that the quality system document is not used in the organization unless the Change Order is completed.

When the quality system document is promoted to the Approved state, Quality-based Document Control automatically notifies the Implementing Organization Representative that the quality system document should be implemented.

After the quality system document is promoted to the Approved state, it cannot be demoted to the in Approval state.

The quality system document can be promoted from the Approved state to the Released state on its Effective Date, which is determined based on the Document Effectivity configured for the associated Change Order. If the Effectivity Option for the associated Change Order is set to Effective By Date, the quality system document can be promoted to the Released state prior to the specified Effective Date if all implementations are complete.

Once its Effective Date is reached, the quality system document can be promoted to the Released state either manually by its owner or automatically by Quality-based Document Control (if it is configured to do so). When the quality system document is promoted to the Released state, Quality-based Document Control automatically generates new read-only PDFs of its files, then deletes all previous PDFs of the files.

When the quality system document is promoted to the Released state, all Change Blocks for any revisions of the quality system document's files are transferred to the current revision, and all older file versions are deleted. If the Change Action for the quality system document was for revision, then the older revision of the quality system document is promoted to the Superseded state.

When a quality system document that is subject to periodic review reaches the Released state, its Next Review Date is set based on the release date and the periodic review interval. Quality system documents can only undergo periodic reviews when they are in the Released state.

A quality system document cannot be demoted from the Released state, but you can create a new revision of the quality system document to make changes to it. To revise a released quality system document, attach it to a Change Action with a requested change type of "For Revise." The new revision of the quality system document is created when the Change Action is promoted to the In Work state.

If a quality system document in the Released state is added to a Change Order, Quality-based Document Control creates a new revision of the quality system document, then promotes the old quality system document from the Released state to the Superseded state.

When a quality system document in the Released or Superseded state is added to a Change Order, the Requested Change on the Change Action controlling that quality system document is set as "For Obsolescence". When the Change Action reaches the Complete state, the quality system document is promoted to the Obsolete state and is connected to the Change Action as an Implemented Item.