Lifecycle Stage Operations

The lifecycle operations determine the processing to be performed in that stage of the lifecycle. They include:

Annotations render a collaborative PDF version of the document in the same library as the original document.
The URL of the original document will be recorded in the Original Document SharePoint column of the annotations version.

If the original document contains unique permissions, the unique permission will not be assigned to the annotations version. The annotations version will inherit the permissions from the library.

The original document will be maintained in its location.

Annotations made to any document in the site collection will be stored and maintained in a root site annotations archive library. The annotations archive library will contain a folder for each library that contains a document that has been annotated.

If the original document is transitioned out of the stage where the annotations version was created, the annotations version will be moved to the archive library.

If the original document contained a watermark, an image of the watermark will be displayed on the annotations version.

The system will not carry over any signature fields, signed or unsigned, to the annotations version of the document, but will retain images of any digital signature fields.

If the original document is modified and a new annotations version is generated, the original annotations document will be archived.

Deleting the original word document will not affect the archived annotations document.

Add Annotations to a stage:
- Click on the Annotations operation in the selection box. This operation does not require further definition.
- Click on the Up arrow.
AutoPromote promotes the document to the next stage automatically after a configurable, predefined number of days have elapsed.
Add AutoPromote to a stage:
- Click on the AutoPromote operation in the selection box.
- In the dialog popup, enter the time span, in days, which should elapse prior to the action being taken.
- Click on the Submit button.
Convert2PDF renders a PDF version of the document.
Add Convert2PDF to a stage:
- Click on the Convert2PDF operation in the selection box. When you choose this operation, a data entry box entitled CAML will automatically display. Here, you can enter a CAML query (generally based on the document’s properties). If the query evaluates to TRUE, a PDF will be generated; if it evaluates to FALSE, no PDF will be generated.
  Here is an example of a valid query:
```
<Where><Eq><FieldRef Name="ConvertACT" /><Value Type="Boolean">1</Value></Eq></Where>
```
- If you do not want the signatures in the rendered PDF to be editable or removable, click on the checkbox for Flatten Signatures.
- Click on the "Up" arrow.
EffectDocument populates the Effective Date on the document with the current timestamp.
When the Document Lifecycle feature is enabled in a library, either for the library or for a contained content type, the system adds the Effective Date metadata column to the environment. When an Effective Date is applied during lifecycle transition, the current date is placed in this column.

The Effective Date is always equal to the current date and time of the server and is not affected by the local time settings of the client. This date is of the format dd/MM/yyyy hh:MM:ss AM/PM and is not configurable.

The Effective Date is applied to all renditions of the document that exist at the time it is made effective.

The Effective Date can be applied to the document content via an overlay.

If a copy of the document is published to another library, the copy will contain the Effective Date of the current version of the original document.

If an effective document's lifecycle is reset to a draft state, the Effective Date is cleared from the new draft document (e.g. 1.1) but not from the earlier major version (e.g. 1.0)

When an effective document is revisioned, the version history maintains the Effective Date that was applied to each version with the version to which it was applied.

If an effective document is modified, the Effective Date will not be affected.

Add EffectDocument to a stage:
- Click on the EffectDocument operation in the selection box.
- Click on the Submit link.
IncrementVersion increments a minor version document to the next Major version.
All versions of the document, word and PDF, are incremented. Increment Version is not affected by the versioning enabled in the library or by the enabling/disabling of the Check In and Check Out settings.

The system will not increment the version on a document that is checked out.

Add IncrementVersion to a stage:
- Click on the IncrementVersion operation in the selection box. This operation does not require further definition.
- Click on the Up arrow.
InheritPermissions unlocks a previously locked document by setting the permissions to inherit from the document’s parent.
Add InheritPermissions to a stage:
- Click on the InheritPermissions operation in the selection box. This operation does not require further definition. It is used to unlock a locked document.
- Click on the Up arrow.
LockDocument locks the document from being edited for both the Word and the rendered PDF version.
Add LockDocument to a stage:
- Click on the LockDocument operation in the selection box. This operation does not require further definition.
- Click on the Up arrow.
Overlay applies an overlay template to the document if a PDF version or an annotations version has been rendered.
The system will apply multiple overlays of the same type (with or without metadata) during the documents lifecycle if they are configured in separate stages.

If the overlay template contains metadata as text, the system will update the metadata.

The overlay will be applied to all pages of the document as configured when the overlay template was created.

Add Overlay to a stage:
- Click on the Overlay operation in the selection box.
- Select the overlay template to be applied from the Choose Overlay menu. The system will present a list of available overlay templates.
- To preview the overlay, click on the Preview link. Close the preview when you are finished viewing.
- Click on the Submit link.
PDFPermissions provides the security options to either printing or opening a PDF rendition. You must select either a Control or an Open password. You cannot apply both.
- Control Password – if specified, the password entered in the textbox will be required in order to enable printing of the document.
- Open Password – if specified, the password entered in the textbox will be required in order to enable opening of the document.
- Apply Print Watermark – if specified, will apply a watermark to the bottom of the printed document stating UNCONTROLLED COPY PRINTED BY [User-ID] ON [date and time stamp including time zone].
Add PDFPermissions to a stage:
- Click on the PDFPermissions operation in the selection box.
- To apply print controls to a PDF document enter a password in the Control Password textbox. To add the Uncontrolled Print watermark to the bottom of a printed PDF document, click on the checkbox for Apply Printing Watermark.
- To apply access security to a PDF document, enter a password in the Open Password textbox.
- Click on the "Submit" link.
Publish publishes a copy of the document to a specified location. The publish location can be another library in the same site.
If the library where the document is published contains the original Document SharePoint column, the system will record the URL of the original document. For those columns common to the original library and the publish library, the publish document metadata will be identical to the original.

The published document will inherit the permissions of the publish library.

For the original document, the system shall record the published document's URL in the Published Document SharePoint column.

If the original document is revisioned and republished to the same library, it will not replace the original version, but will maintain version history.

The original document will be maintained in its location.

Add Publish to a stage:
- Click on the Publish operation in the selection box.
  Select the target library where a copy of the document will be published from the Choose Publish Library menu. The system will present a list of available libraries.
  
  Optionally, click on the checkbox for Retain Original Folder Structure. This will direct the system to place the document directly into an identical folder path as the original. If the folder structure does not exist in the publish library, the system will automatically create a folder structure to match that of the original document.
- Click on the "Submit" link.
TrackChanges turns track changes on or off on a Word document.
Track changes will not be turned on if the document cannot be opened or if it is locked to the user who initiated the lifecycle transition.

Add TrackChanges to a stage:
- Click on the TrackChanges operation in the selection box.
  Click on the radio button to the left of Turn Track Changes On to turn on Microsoft Word collaboration.
  
  Or
  
  Click on the radio button to the left of Turn Track Changes Off to turn off Microsoft Word collaboration.
- Click on the "Submit" link.
UpdateFields updates content metadata on the document with the document’s current value of that metadata.
Add UpdateFields to a stage:
- Click on the UpdateFields operation in the selection box. This operation does not require further definition.
- Click on the "Up" arrow.
Watermark applies a watermark template to the document or clears a watermark from a word document.
Multiple watermarks can be applied to a document as long as they are configured at different lifecycle stages. All applied watermarks will appear on the PDF rendition when the document is converted.

All watermarks can be cleared from the word document, but they cannot be cleared from a PDF or an annotations version.

The system applies the watermark such that it visually conforms to the text and font characteristics selected when the specified template was created. The watermark is positioned on the document according to the position and orientation characteristics selected when the watermark template was created.

Add Watermark to a stage:
- Click on the Watermark operation in the selection box.
  Select the watermark template to be applied from the Choose Watermark menu. To clear previously applied watermarks select the -CLEAR-option.
  
  To preview the watermark, click on the Preview link. Close the preview when you are finished viewing.
- Click on the "Submit" link.
Workflow starts a designated workflow on the document.
Add Workflow to a stage:
- Click on the Workflow operation in the selection box.
  Do not make a selection from the Choose Workflow menu unless you wish to use one of the SharePoint out-of-the-box workflows.
  
  Enter the name of the workflow to be initiated in the Workflow Name textbox.
- Click on the "Submit" link.

None of the operations are set by default. They must be added to the stage to be effective.

The system will prioritize the actions, meaning that if one action must precede another, they will be processed in the correct order regardless of how they are added to the stage. For example, an overlay can only be applied to a PDF version of the document. If you enter Overlay and then Convert2PDF in the same stage, the system will render the PDF before applying the overlay. Since the Workflow operation presents the user with the workflow start page, it is the last operation to be processed.

Plan the operations carefully as there are some that are incompatible with others. For example, TrackChanges is a Microsoft Word operation and should not be included with or after a Convert2PDF.