Question:
What actions are blocked when a document is archived in PromoMats and Medical?
Answer:
When a document is archived, it is not possible to:
- Edit document fields (see note at the end of this article)
- Reclassify the document
- Check out the document
- Re-render the document
- Execute user actions
- See or execute SDK user action
- Start a workflow
- Move a document to a new lifecycle state
- Add or remove:
- document relationships
- attachments
- renditions
- Add, remove, edit, or import annotations
- Add, remove, or edit document-level comments
- Import document links
- Run the Suggest Links action or accept pending links (allows users to reject pending links)
- Delete:
- document (allowed with Power Delete permission)
- document versions (allowed with Power Delete permission)
There are also automatic changes that Vault makes to a document after a user archives it:
- Sets the document’s Merge Fields value to No to prevent changes
- Binds the current version for CrossLink documents to prevent changes
- Populates the Archive Date document field
Note: in certain situations, field values can be modified on archived documents even though users cannot modify them:
- Lookup fields continue to update to display the latest information from the source field.
- Labels for picklist values and object references continue to be dynamic and reflect changes made to those items.
Related Documentation:
Vault Help Documentation: Archiving Documents
Knowledge Base: How to Archive or Un-Archive a Document in Vault?