Changing the Status of a Document or Form Letter

Every document and form letter stored in IQ will have a status of Draft, Approved, or Inactive. In addition, if you use the form letter approval process, you'll have two additional statuses: Request Approval and Denied Approval. With an appropriate level of security, you can change the status of a document.

Note that when you select Edit Content for letter with an Approved status, IQ displays a message that the Status must be changed to Draft in order to edit the content. When you click the OK button to continue, IQ changes the Status to Draft.

To change the status of a document or form letter:

1. Create or search for the document. You can search for form letters that you've routed for approval or letters that have been routed to you for approval by clicking the appropriate link in the My Work web part on the My IQ page.

2. On the Document or Form Letter record page, click in the Status field and select a status.

3. Select the Assignable check box if you want to make a form letter available for assignment in a Mail record. Note: The Assignable check box is automatically selected for Approved letters and is grayed out. It is also grayed out, but not selected, for Inactive letters.

4. Select the Save and Close action to save the new status and close the page.

To change the status of multiple documents or form letters:

1. Search for the documents you whose status you want to change using a Quick or Advanced search.

2. When the documents appear on the Search Results page, click the Select All link to select the check boxes next to all records found. If you want to update only selected documents, select the check box next to those records.

3. Select the Change Data action. IQ displays the Change Data dialog with a list of change options.

4. Click in the Status field and select a status.

5. Select the Assignable check box if you want to make the selected form letters available for assignment in a Mail record. Select the Clear Assignable check box if you want to clear the Assignable check box in the Form Letter Record page for the selected form letters. Note: IQ will automatically clear the Assignable check box in the Form Letter Record page when you change the status to Inactive.

6. Click the Save button to update the selected documents or form letters.

7. Click OK to clear the selected documents and refresh the Search Results page.

In addition to changing the status of a document or form letter you can also use Change Data to update the Assigned To, Review and Expire Dates, Directory, Envelope, Document, Issues, Workflow and Category Codes for the selected documents.

Document Status

• Draft – A status of Draft is automatically assigned to newly created form letters as well as to documents that are uploaded to the server. A form letter should retain this status as long as it is in the review process. Draft form letters do not appear in the Dialog Box listing when you're searching for letters to assign to a mail record unless you make then assignable. To do this, select the Assignable check box next to the Status field. Mail with draft assignable letters cannot be printed in final or sent as e-mail messages. Once the status of a Draft letter is changed to Approved, mail containing the letter can be printed and sent. A document with a status of Draft generally means it's being reviewed prior to being uploaded to the server.

• Approved – A form letter that has been approved is always available for assignment to mail. You cannot make an approved form letter non-assignable. Mail with Approved form letters can be printed in final and sent as e-mail messages. A document with an approved status generally means it's been reviewed and is ready for uploading to the server.

• Inactive – An inactive form letter is one that you no longer want to use in correspondence. Rather than deleting such a letter, you should make it inactive to retain a record of its contents. Inactive letters are non-assignable and do not appear in the Select Letter dialog box when you're searching for letters to assign to a mail record. A link to an inactive letter is maintained in mail history, and you can search for and access inactive letters through Document Library. When you change the status of a new version of a letter to Approved, the status of the old Approved version of the letter is automatically changed to Inactive. You can also assign a status of Inactive to documents that have been uploaded to the server.

• Request Approval – This status is available if your office uses the form letter approval process. When you select this status, a field appears with one of two entries, Any Form Letter Approver or the name or your default form letter approver as set in your user Preferences. Click in this field for a listing of all valid approvers. Form letters with a status of Request Approval can be assigned to mail if the Assignable check box is selected, but the mail cannot be printed in final or sent via e-mail until the form letter status is changed to Approved.

• Denied Approval – This status is available to users who have been granted approver security for form letters. When you select this status to deny approval of a form letter, you can use the Description field to tell the author why the letter was not approved. Form letters with a status of Denied Approval can be assigned to mail if the Assignable check box is selected, but the mail cannot be printed in final or sent via e-mail until the form letter status is changed to Approved.