Effect Document

Based upon the document type configuration, a document can be manually or automatically transitioned to the Effective stage of its lifecycle.

The Effective stage of the lifecycle initiates the following events:

• The lifecycle status is set to Effective
• The workflow status is set to Effective Pending
• A periodic review is scheduled for the document and the next periodic review is populated if the document type has Periodic Review enabled
• The source document is unlocked and inherits the permissions of the working documents library
• The source document is declared a record and all check out, edit and delete capabilities are removed
• An Effective date, equal to the current date and time, is applied to the document as follows:
  • If the format that is published to the effective documents library is a PDF, the system reconciles the effective date metadata field on the configured overlay and apply it to the PDF
  • If the format that is published to the effective documents library is in word format, the effective date that is formatted on the document is updated from the document metadata
• A copy of the document is published to the effective documents library
• When a document is published to the effective documents library, the document retains all the original metadata that is contained in the source document
• The format of the document that is published to the effective documents library is dependent on document type configuration
• Any digital signatures that are applied to the source document are flattened on the copy that is published to the effective documents library
• Any available controlled print records for a previous version are expired

The workflow status is set to Document Made Effective when the workflow completes successfully.