Document Lifecycles

Document lifecycles dictate the states and workflows available to a document.

Document Lifecycle custom metadata type

You can create any number of document lifecycles. The number of lifecycles your organization needs depends on the statuses and workflows each document type in your environment needs. If your document types are homogeneous, you may decide to create a single lifecycle and apply it to all documents. However, you may need to create multiple lifecycles to manage more than one document type. For example, certain document types may only require Draft and Published statuses and a single workflow while other document types may require several statuses and workflows.

To configure a document lifecycle, use the Document Lifecycle (CM_Document_Lifecycle__mdt) custom metadata type.

Example 9. Document Lifecycle records

DeveloperName	Label	Initial State	Obsolete State	Published State	Superseded State
Default_Lifecycle__c	Default	Default_Draft__c	Default_Obsolete__c	Default_Published__c	Default_Superseded__c
Special_Lifecycle__c	Special	Special_Draft__c	Special_Obsolete__c	Special_Published__c	Special_Superseded__c

Associated custom metadata types

Document lifecycles can be associated with document states and document lifecycle types. Document lifecycle types connect document lifecycles to document types.

Document State custom metadata type

Document State (CM_Document_State__mdt) contains the list of possible states that a document can be assigned as the document progresses through its lifecycle. To configure Document States, create or modify Document State records. For a list of Document State fields, visit Document State.

Document Lifecycle and Document State ERD

Document Lifecycle Type custom metadata type

Document Lifecycle Type (CM_Document_Lifecycle_Type__mdt) is a junction between Document Lifecycle and Document Type. To configure Document Lifecycle Types, create or modify Document Lifecycle Type records. For a list of Document Lifecycle Type fields, visit Document Lifecycle Type.

Document Lifecycle, Document Type, and Document Lifecycle Type ERD

Note

While Document Lifecycle Type enables many Document Types to be associated with many Document Lifecycles, Medical Information Cloud Content Management V1 only supports a single Document Lifecycle per Document Type and Document Subtype.

Example 10. Document Lifecycle Type records

In the example of Document Lifecycle Type records below, Default_Lifecycle_Brochure__c connects the Default_Lifecycle__c document lifecycle to the Brochure__c document type, and the Special_Lifecycle_Magazine__c connect the Special_Lifecycle__c document lifecycle to the Magazine__c document type.

DeveloperName	Label	Document Lifecycle	Document Type
Default_Lifecycle_Brochure__c	Default Lifecycle - Brochure	Default_Lifecycle__c	Brochure__c
Special_Lifecycle_Magazine__c	Special Lifecycle - Magazine	Special_Lifecycle__c	Magazine__c

Document lifecycle assignment

When creating a new document with the Document Wizard, you classify the new document by CM_Document_Type__c, CM_Document_Subtype__c, and CM_Classification__c. Medical Information Cloud Content Management uses the value selected for CM_Document_Type__cor CM_Document_Subtype__c to place the new document in a lifecycle.

Keep these assignment considerations in mind:

For a document to be assigned a lifecycle when it is created, CM_Document_Version__c.CM_Document_Type__c and CM_Document_Version__c.CM_Document_Subtype__c picklist values must match 1:1 to the DeveloperName values for all CM_Document_Type__mdt records.
For a document with configurations matching both the type and the subtype, the document subtype takes preference.

Example 11. Document lifecycle assignment

Using the example custom metadata records from Example 9, “Document Lifecycle records” and Example 10, “Document Lifecycle Type records” and the picklist values in Table 132, “CM_Document_Version__c.CM_Document_Type__c picklist values”, if you select Brochure__c as the CM_Document_Type__c for a new document, the document will be assigned the Default_Lifecycle__c, and the DeveloperName of the lifecycle record will be stamped on CM_Document__c.CM_Document_Lifecycle_Developer_Name__c.

Table 132. CM_Document_Version__c.CM_Document_Type__c picklist values

API Name	Label
Brochure__c	Brochure
Magazine__c	Magazine