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Can I use the 'Status' field in the Document Management tool to track a document's intended purpose as described in ISO standards?

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regional availability
The Document Management tool is available in select countries. It is not yet available for Procore accounts in the United States. For more information, please reach out to your Procore point of contact.

Background

When uploading a document into the Document Management tool, you may want to identify the document's purpose with a label like 'Work in Progress', 'For Information', 'For Construction' or another label that aligns with your organization's interpretation of ISO status codes. 

The Document Management tool comes with a 'Status' field that is un-editable when a workflow is applied to a document because this field auto-populates with the appropriate status at each stage of the workflow. 

Answer

In the Document Management tool, the 'Status' field cannot track a document's intended purpose if the document has or will have a workflow applied to it. When a workflow is applied to a document, the workflow template controls the 'Status' field and makes it un-editable. For example, the document automatically changes from "In Review" to "Approved" when a workflow member accepts a document version. 

Instead, company admin can create a custom field called 'Document Status' with field options that align with their organization's choices, such as 'Work in Progress' or 'For Information'.  Users can fill out the field when uploading a document  or as needed throughout the life of the document. The new custom 'Document Status' field will remain separate from the 'Status' field that tracks the document's approval workflow status. 

To set up a custom 'Document Status' field for document purpose, perform the following tasks: 

  1. Create a custom field in the Company Admin tool and add the desired field options. 
  2. Add the field to a new or existing fieldset and assign it to the desired projects. 

Note: Just like standard fields, custom fields follow your chosen permission settings and groups.