📌 Understanding the Grid
The grid works like a matrix:
- Rows → Document Categories (e.g., Technical Manual, Contract, Drawing)
- Columns (under “Status”) → Document Statuses or Revision Statuses
- Checkbox → Links a category to a specific status
➕ Creating a New Document Category
- Click + Category at the top.
- Fill in:
- Name → Category name (e.g., "Technical Manual").
- Description → Short explanation of the category purpose.
- Sorting → Number to decide where it appears in the list.
- Press Save and Close.
🏷 Creating a New Document Status
- Click + Status at the top.
- Fill in:
- Name → Status name (e.g., "Approved").
- Description → Brief note on when to use this status.
- Sorting → Number for display order.
- Choose a background color for easy identification.
- Press Save and Close.
🔄 Creating a New Revision Status
Revision statuses allow you to track a document’s version stage (e.g., Rev A, Rev B, Superseded).
- Click + Revision Status.
- Fill in:
- Name → Revision label (e.g., "Rev A – First Issue").
- Description → Explain the revision stage.
- Sorting → Set display order.
- Select a background color for quick visual distinction.
- Press Save and Close.
🔗 Linking Categories to Statuses
- Find the category row.
- Tick the checkbox under the relevant status column (normal or revision).
- A category can be linked to multiple statuses and revision stages.
📋 Example Status List
| Status | Description |
|---|
| Draft | Document is being prepared and not ready for release. |
| Approved | Document has been reviewed and approved for use. |
| Obsolete | Document is no longer valid and should not be used. |
| Rev A – First Issue | First released version of the document. |
| Rev B – Updated | Revised document with updates from Rev A. |
❓ FAQ
Q: What is the difference between a normal status and a revision status?
Normal statuses describe the overall lifecycle of the document (e.g., Draft, Approved), while revision statuses track specific versions of the document (e.g., Rev A, Rev B).
Q: Can I assign both a normal status and a revision status to a document?
Yes, both can be used together to clearly show the document’s stage and version.
Q: How do I reorder revision statuses?
Adjust the Sorting field to control their display order.
