Lifecycle Definition Administration

You can create and configure your own life cycle definitions in the Lifecycle Definition dialog box.

1. Click Tools  Administration Vault Settings.
2. In the Vault Settings dialog box click the Behaviors tab  Lifecycles.
3. Click New to launch the Lifecycle Definition - New Definition dialog.
4. Give the new lifecycle definition a name by typing it into the Definition Name field.
5. Select the categories to which you want the lifecycle definition assigned from the Category list. The category field is separated into entity types because the lifecycle definition can be assigned to multiple categories and multiple entity types (i.e., files, folders, and custom objects).
6. Enter a description for the new lifecycle definition in the Description field.

• Edit the lifecycle details on the Transitions, Security, Control, and Comments tabs if necessary.

You can create another lifecycle definition based on an existing defition by using the Copy command.

1. Click Tools  Administration Vault Settings.
2. In the Vault Settings dialog box click the Behaviors tab Lifecycles.
3. Select the life cycle definition that you would like to copy.
4. Click Copy to launch the Lifecycle Definition - Copy dialog. A copy of the life cycle definition is generated with the same values as the source definition.
5. Enter the name of the copied life cycle definition in the Definition name field.
6. Select the categories to which you want the life cycle definition assigned from the Category list.
7. If necessary, enter a new description for the life cycle definition in the Description field. 

You can edit the name and description of a lifecycle in the Lifecycle Definition dialog box.

Display the Lifecycle Definitions dialog box

1. Click Tools  Administration Vault Settings.
2. In the Vault Settings dialog box click the Behaviors tab  Lifecycles.

Locate a Lifecycle Definition Using a Filter

• In the Lifecycle Definition dialog box, select the lifecycle definition from the Name column in the first table. Use the filter to narrow the search by category. Choosing <Base> lists definitions associated with files that are not categorized.

Edit a Lifecycle Definition Name

1. In the Lifecycle Definitions dialog box, select the definition, and then click Edit. The selected definition name appears in the title bar.
2. In the Definition Name field, enter a new name, and then click OK

Edit a Lifecycle Definition Description

1. In the Lifecycle Definitions dialog box, select the definition and then click Edit. The selected definition name appears in the title bar.
2. Select the text in the Description box and replace it by typing in the revised description.
3. Click OK. The revised description replaces the previous description.

Edit Category Assignment

1. In the Lifecycle Definitions dialog box, select the definition and then click Edit. The selected definition name appears in the title bar.
2. Select the categories to which you want the lifecycle definition assigned from the Category list.

   Lifecycles are used for files, folders, and custom objects. The lifecycle can be assigned to more than one entity type.

3. Click OK to save the new category assignments.

1. In the Lifecycle Details Box, perform any of these tasks:
   • Click Add to insert a new lifecycles state in the Lifecycle States grid. Enter a name and description for the new state.
     NoteThe requisite transitions are added automatically.
   • Click Remove to delete a state from the lifecycle definition.
     NoteA default state cannot be deleted.
     The lifecycle state is removed if the state is not in use by the leading version of any revision.
   • Select an existing state and enter a new name and description for it in the General tab.
2. The first state added to the lifecycle definition is automatically the default. To set another state as the default, select it and click Set Default.
3. Click OK to save the changes and close the dialog.

A life cycle definition can only be deleted if none of the life cycle states associated with the definition are in use by the leading version of any revision.

Locate a Lifecycle Definition Using a Filter

• In the Lifecycle Definition dialog box, select the lifecycle definition from the Name column in the first table. Use the filter to narrow the search by category. Choosing <Base> lists definitions associated with files, folders, and custom objects that are not categorized.

Delete a Lifecycle Definition

1. From the Lifecycle Definitions dialog box, select the definition, and then click Delete. A warning dialog opens listing the categories to which the lifecycle definition is assigned.
2. Click Yes to continue. A prompt will ask if you want to permanently delete the lifecycle definition. Click Yes.

   Click Print Preview to display a copy of the affected categories grid. Select whether to print or save the information.

The life cycle of a file, folder, or custom object is determined by the category to which it is assigned. When a category is selected in the Configure Categories dialog box, the assigned life cycles are listed on the Lifecycles tab in the Behaviors group.

1. Click Tools  Administration Vault Settings
2. In the Vault Settings dialog box, select the Behaviors tab  Categories.
3. On the Configure Categories dialog box, select a category from the Category Name list, and then click the Lifecycles tab  Assign.
4. In the Assign Category dialog box, do one of the following:
   • Add a lifecycle definition to the category. Select the lifecycle definition from the All Lifecycles Definitions list on the left, and then click Add.
   • Remove a lifecycle definition from the category. Select the lifecycle definition from the Assigned Lifecycle Definitions list and then click Remove.
5. Click OK. The Configure Categories dialog box is then updated.

Note: If a category only has one lifecycle definition assigned to it and it is not <None>, then it becomes the default definition. This lifecycle definition cannot be removed from this category until a new lifecycle definition is assigned as the default.