Manage Document Status

With Lucidchart’s document status feature, you can assign statuses such as “draft,” "pending review,” and “approved” to your documents. This feature is great for organizing workflows and fostering easy communication across teams. Read on to learn how to assign and manage statuses.

When you are in the list view of the Documents Page, a “Status” column will display by default, showing the status of any document that has one assigned. If a document has not been assigned a status, its “Status” field will show blank.

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To edit a document’s status, hover over the row and click 3_dots.png > Edit Status or click triangle.png, then select your desired status from the drop-down. To assign a status to a document that does not already have one, hover over the row and click 3_dots.png > Assign Status or click assign_status.png and select a status from the drop-down.

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In the tile view of the Documents page, a banner will display at the top of any document with an assigned status.

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To edit a document’s status, hover over the document thumbnail and click triangle.png at the top or Screen_Shot_2018-07-17_at_10.22.05_PM.png > Edit Status, then select your desired status from the drop-down. To assign a status to a document that does not already have one, click Screen_Shot_2018-07-17_at_10.22.05_PM.png > Assign Status and select a status from the drop-down.

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When you are viewing a document in the editor, its assigned status will display next to its name.

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To edit the status, click on the status and select a new option from the drop-down that appears or navigate to File > Manage Status. If the open document does not have a status assigned, you can assign one by navigating to File > Assign Status and then selecting an option from the menu.

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If you are an Enterprise Admin, you can configure custom status values and colors to streamline workflow management across your team.
To configure custom status values and colors, navigate to your Admin Panel by clicking TEAM.png at the top of your Documents Page.

Then, select the “Document Management” tile.

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Once you click the Document Management tile, navigate to “Document Status” and click the Edit.png icon.

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An “Attribute Settings” panel will then appear. 

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Here, you can set custom status values and assign a color to each value for use across your team. Simply hover over the default value name and click the Screen_Shot_2018-11-27_at_1.30.29_PM.png icon to remove any status values you do not want to use. Then, click "Add another value" and type your desired status value name in the longer text box. To assign a color to your custom value, click on the box to the left of the value name and select a color. To create a status that locks a document from being edited further, check the Lock Content box. 

With content locking, you can be confident that accidental changes won’t be made to a document in its finished state.

Any user with edit permissions on a document can change the document to a locked status. 

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Once a document has been locked, the document cannot be edited until the status is changed.

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When a document is locked, it cannot be edited. However, when a document is locked it is still possible to:

  • Add comments to the document
  • View shape data
  • View the revision history
  • Share the document
  • Export the document
  • Present the document
  • Copy the document

Please note that In order to use content locking, you must be on an Enterprise account, and an admin on your account must have created custom statuses that allow locking.


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The Documents Page
Admin Panel
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Account Settings