Lifecycle

the metadata lifecycle allows you to define the different stages in the governance process for your company, for example, draft > in review > production > retired a lifecycle can be as simple or as complex as required, and every standard and study must have a lifecycle you can restrict which user groups can transition a standard or study from one state to another you can have a maximum of one lifecycle for standards, and one for studies, or you can set the same lifecycle for both note if you create a new version of a standard or study, data from the previous version is not carried over to the new version this includes things like edc data as well as data sources such as integrations editable/non editable a standard or study can only be in one of three overall states editable in the editable state users can create and edit metadata draft in progress non editable users can only view the metadata in review production not in use rejected in this state, the content cannot be viewed or edited by any user you can create a new version of this standard/study the new version will have a draft lifecycle state lifecycle configuration changes to lifecycle configuration affects the state of existing standards/studies for example, if you change lifecycle configuration you have to update current standard/study states and align with them with the new lifecycle you can't edit a lifecycle that is activated for standards/studies you can however, create a clone and update a lifecycle this new updated lifecycle can then be activated for standards/studies when you activate a new lifecycle for standards/studies, the state alignment dialogue is displayed this allows you to choose how the new states will map to the old states workflow the workflow consists of lifecycle states each state contains an underlying state category some states are editable and others are non editable see, setting a default state transitions between workflow states transition rules you cannot transition to a draft category from a non draft category you can however create a new draft you cannot transition from a non editable state back to an editable one you can only transition to a “rejected” state from an “in progress” or "review" state you cannot transition from a "rejected" state defining a lifecycle and its transitions can be done in the following order create a new lifecycle add states (name, category and transition) to the life cycle add transitions for each state set the default state activate the life cycle for studies and / or standards # creating a lifecycle to create a lifecycle select admin from the navigation bar and select repository select the lifecycle tab select create lifecycle and enter the lifecycle name select save editing a lifecycle you can only edit a lifecycle if you have not activated it for a standard or study select admin from the navigation bar and select repository select the lifecycle tab select the options icon next to the life cycle you want to edit and select edit lifecycle edit the lifecycle name and select update deleting a lifecycle you can delete a lifecycle if you have not activated it for a standard or study select admin from the navigation bar and select repository select the lifecycle tab select the options icon next to the lifecycle you want to delete and select delete lifecycle select delete cloning a lifecycle you can clone a lifecycle whether it has been activated or not select admin from the navigation bar and select repository select the lifecycle tab select the options icon next to the lifecycle you want to clone and select clone lifecycle activation for standards to activate for standards select admin from the navigation bar and select repository select the lifecycle tab select the options icon next to the lifecycle you want to activate and select activate for standards map each of the new states to the default states by selecting from each dropdown list select activate activation for studies to activate for studies select admin from the navigation bar and select repository select the lifecycle tab select the options icon next to the lifecycle you want to activate and select activate for studies map each of the new states to the default states by selecting from each dropdown list select activate adding a state to add a lifecycle state select admin from the navigation bar and select repository select the lifecycle tab select the metadata lifecycle you want to add a state to select add state enter the state name , select a state category select a can transition to from the list, if it is available to restrict the ability to transition to the new state to a specific user group, select the limit to user groups then select one or more user groups from the list select save when you are adding states, you may not be able to set "can transition to" until all states have been added editing a state to edit a lifecycle state select admin from the navigation bar and select repository select the lifecycle tab select the metadata lifecycle you want to add a state to select the down arrow icon next to the state you want to edit select edit state you can change the following state name state category can transition to limit to user groups select update you cannot edit a state that has been activated for a study or standard setting a default state after you have created a new lifecycle and its states, you can set a default state the following shows each default state and its description draft deletion of entire container if there are no previous versions deletion of a draft version of a container if there are no previous versions deletion of draft assets groups inside a draft version of a container this means the asset group is reset to the one in the previous container version or it is removed if there is no previous version in progress content in an "in progress" state is versioned a user requires permission to see "in progress" content cannot transition from a non editable state (other than a "rejected" one) back to an editable one production content in a "production" state is versioned content cannot be edited any users with permission to see a container can see its "production" content can't transition from a non editable state (other than a "rejected" one) back to an editable one not in use content in a "not in use" state is versioned content cannot be edited a user requires permission to see "not in use" content can't transition from a non editable state (other than a "rejected" one) back to an editable one rejected content in a "rejected" state is versioned content cannot be edited can only transition to a “rejected” state from an “in progress” or "review" state can only transition from a "rejected" state to another rejected state if the latest version of a container is in a "rejected" state, users can create a new version from any preceding version back to the previous non rejected version a user requires permission to see "rejected" content review content in a "review" state is versioned content cannot be edited a user requires permission to see "review" content cannot transition from a non editable state (other than a "rejected" one) back to an editable one only standards and studies with a state of " production ", " not in use " and " review " can be used as a library to set a default state select admin from the navigation bar and select repository select the lifecycle tab select the metadata lifecycle you want to add a state to select the down arrow icon next to the state you want to make the default state select make initial state deleting a state you can delete a lifecycle state if it has not been activated select admin from the navigation bar and select repository select the lifecycle tab select the metadata lifecycle you want to add a state to select the down arrow icon next to the state you want to delete select delete state then select delete