Overview:
The WhenDocClosed rules control behavior of documents when they are closed by document status.
The WhenDocClosed rule group is found in the Rules Maintenance tool on the System Admin Dashboard. Each rule in the group consists of a rule name, a filter value (which can be blank) and a result value.
Filter Value:
Any Doc type
The WhenDocClosed rules accept a Doc type (as defined in the Doc Types tool and appearing on the filter drop-down) as the filter value.
Result Value:
Varies
Result values for the WhenDocClosed rules depend on the rule and are indicated within the description of each rule. Some rules are enabled and disabled through a checkbox in the result value, for example:
Rules:
ApplyChildDocStatus
Specifies (in the result value checkbox) whether any open child documents attached to this document should be reviewed and mapped to a new status when the parent document is closed. The ChildDocStatus and ChildDocStatusOnApproved rules (below) are also needed. The filter value for this entry is the parent Doc type.
- unchecked = No (default).
- checked = Yes.
AutoCreateNext:ClosingStatus
[V23+]Specifies (in the result value checkbox) whether NextDocFlow rules set up for the Doc type should be run when the document has the Closing status specified. The document must also meet the following conditions: the Final checkbox must not be checked and the document must be the highest numbered document of this specified type.
- unchecked = No (default), NextDocFlow rules will not be run.
- checked = Yes, NextDocFlow rules will be run if all conditions are met.
ChildDocStatus
Specifies (in the result value) the default status given to a child document mapped by the ApplyChildDocStatus result value. The result value for this rule indicates the new status for the child document. It accepts any DocStatus code defined in the Code Maintenance tool. The filter value for this entry is based upon the child Doc type.
ChildDocStatus:x
Specifies (in the result value) the status to be given to the child document when the child document matches the indicated DocStatus code x. This rule overrides the ChildDocStatus rule. The result value accepts any DocStatus code defined in the Code Maintenance tool.
ChildDocStatusOnApproved
Specifies (in the result value) the default status given to a child document mapped by the ApplyChildDocStatus rule, when the parent document is approved. The result value accepts any DocStatus code defined in the Code Maintenance tool. The filter value is based upon the child Doc type.
ChildDocStatusOnApproved:x
Specifies (in the result value) the status that should be given to the child document when it matches the indicated DocStatus code x. This rule overrides the ChildDocStatusOnApproved rule. The result value accepts any DocStatus code defined in the Code Maintenance tool.
Example:
Let’s say you want the RFQs on a Bid Package to change their status when the Bid Package itself is approved. All “Out for Bid” (O) RFQs will be given a status of “Declined to Bid” (D) and all “Bid Back” (B) RFQs will be given a status of “Rejected” (R). (Presumably, one RFQ would already be awarded.) You would set up the following rules:
- ApplyChildDocStatus = Bid Package = checked
- ChildDocStatus:O = RFQ = D
- ChildDocStatus:B = RFQ = R
See also the RouteWhenStatus rule group. For an example, see KBA-01387.
Additional Comments
KBA-01386; Last updated: August 26, 2024 at 10:25 am;