You create status profiles to manage objects such as documents, folders, or entire work areas and collaborations.
For example, if you assign a status profile to Document 1, as shown in the figure below, Document 1 automatically receives the initial status of the status profile (for example, New). On the detail screen of Document 1, all users that are authorized to change Document 1 (or all users that are authorized to change objects in the status profile) will be able to change the status of Document 1 from the status New to the status In Process.
Assignment of Status Profile S to Document 1, Document 2, and Folder A
You can also assign a status profile automatically. For example, you can assign status profile S to folder A. All documents in the folder – Documents 1 and 2 in the example – are also assigned to Status Profile S (see figure above).
Documents 1 and 2 then have their own assignments to Status Profile S (see figure above). This means that Documents 1 and 2 remain assigned to Status Profile S, even if you remove the assignment between Folder A to Status Profile S (see figure below). If you move folders, the folders and the objects they contain also remain assigned to their status profiles, assuming that you assigned one in the first place. If you create objects in Folder A, and this folder has a status profile assigned to it, the objects are automatically assigned to the status profile of the folder. This also applies when you create a copy. This also means that you do not copy the status profile assignment when you copy an object.
Assignment of Status Profile S to Doc. 1 and Doc. 2, and Canceled Assignment to Folder A
When you assign a status profile to an object manually, you can select from the general status profiles that are available and the status profiles that have been specifically restricted to this object type.
Note that if the use of a status profile is restricted to the object type "folder", then the status profile is only inherited by other folders lower down in the hierarchy. Objects contained in the folders do not automatically inherit this status profile.
Restricting the Use of Status Profilesunder Status Profile.