Document Actions
7.
The Completed State
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This state indicates there is no known work left to perform with the Document, but it is not yet Archived. The OpenEngagement configuration defines the number of days after a Document enters the Completed state before it is automatically transitioned to the Archived state. While in the Completed state, users can still sign-out and edit the Documents, but can not once the Document is Archived. Engagement Managers will receive email notification prior to the Document entering the Archived state, so they may perform any necessary tasks before then, if there are any. It is also possible for Engagement Managers to manually transition Documents to the Archived state if they wish.
When Documents are signed-out or set read-only, the OpenEngagement DMS cannot automatically transition them to Archived. In this case the Engagement Managers will be sent an email notification alerting them to this situation. The Document cannot be moved to Archived in this case because if the item is a File, Image or Engagement, the person with it signed out will not be able to then sign the new enclosed file back into it if it is moved to Archived.