Working with Planned Documents

Vault can create Planned state documents in several ways, but it does so most often when you create a binder from a template that includes documents. Vault automatically assigns these documents to the Planned lifecycle state, rather than the lifecycle’s Starting state. Planned documents differ from other documents in two ways: they do not have a source file and you are not always required to populate required fields for them.

Depending on your Vault’s configuration, certain documents may begin in Planned state, rather than the lifecycle’s Starting state.

Available User Actions

Most actions that are available for documents in other states are also available for Planned state documents. Admins can configure user actions in the Planned lifecycle state to start workflows or move the document to a new state, as they can for other states. The following actions are available:

• Edit Document Fields
• Edit Sharing Settings
• Make a Copy
• Delete Renditions
• View Audit Trail
• Access Where Used View
• Download Source File
• Change Coordinator
• Delete Document

Some actions (mostly related to the source file) are not available for Planned state documents:

• Check Out
• Check In
• Upload New Version
• Create Draft
• Edit through Collaborative Authoring
• Re-render Document
• Reclassify
• Annotate

Planned State with Document Role Permissions

Note that some actions are not available for Planned state documents, regardless of whether or not you have the correct document role permissions. Unavailable actions include:

Actions	Document Role Permission
Create a new draft of the document	Version
Annotate document	Annotate
Check document in or out Upload a new version	Edit Document
Delete viewable rendition Re-render document to create viewable rendition Upload viewable rendition	Manage Viewable Rendition
Modify the type, subtype, and classification of the document	Reclassify
Change the user assigned to the document owner role	Change Owner

Required Fields

The Planned state has special behavior for fields that are normally required for a document type. When Vault creates Planned state documents automatically during binder creation, there are no required fields.

However, when creating a single document in Planned state or when editing fields for an existing document, Vault uses these rules:

• If the field is required because of the document type configuration, you can skip it.
• If the field is required because of field dependency rules, you must enter a value.

You don’t need to know which rule applies to each required field. Vault ensures that you populate any required fields on a Planned document before saving.

Auto-Populated Fields for Binder Documents

Planned documents created from a binder template automatically inherit values for certain document fields from their binder. For example, if a binder has the study CC-938, product CholeCap, and the review date (custom field) 3/1/2015, planned component documents will have the same values for the Study, Product, and Review Date fields.

Fields auto-populate if:

• The field is either a standard object-type field or a custom field.
• The field applies to both the binder’s document type and the document’s.
• The field is not blank on the binder.

If a field configuration includes a default value, Vault uses the binder’s value, rather than the default.

Moving to Starting State

To change the state from Planned to a different state, an Admin must configure one or more user actions that you can access from the Actions menu. Terminology in the menu may vary depending on your Vault’s settings.

When you move a document out of Planned state, the document must fulfill all entry criteria for the new state (required fields, etc.) or Vault will prompt you to do so.

Deleting Planned Documents

Many documents in the Planned state belong to at least one binder. In order to delete these documents, you must have Edit Document permission for every binder that includes the document.