The Document Lifecycle
Documents move through a controlled lifecycle in Vivarcus:
| State | Meaning |
|---|---|
| In Progress | Draft (version ~0.1) |
| In Review | Submitted, awaiting content review |
| In QC Review | Content review passed, awaiting QC |
| In Approval | QC passed, awaiting approval |
| Approved | Approved (version ~1.0), steady state |
Submitting for Review
Open the document detail page → Workflow and State Change → Submit for Review:
- Assign a Reviewer and a QC Reviewer (search any Vault user; choose yourself in a single-account trial).
- Fill in Due Date and submit. The state becomes In Review.
Review, QC & Approval
| Task | Steps | Result |
|---|---|---|
| Review Content | Open it in My Tasks and complete it, choose Send to QC (no Accept step) | State becomes In QC Review |
| QC Review | Complete it, choose Passed | State becomes In Approval |
| Approve Document | Workflow and State Change → Approve, assign an Approver and submit; complete the approval task in My Tasks (with electronic signature if required) | State becomes Approved, version ~1.0 |
Note
Short on time? Use Workflow and State Change → Promote to Approved to skip the review steps.
Versioning Documents
Amendments and content updates require a new version:
- Run New Version In Progress (or Upload New Version) on the approved document.
- Upload the new file (optionally rename, e.g.
EXP-Protocol-v2) and save. - Run the review and approval again (or Promote to Approved).
The same document family keeps its version history; the steady-state version advances (e.g. 2.0).
Troubleshooting
| Symptom | Suggestion |
|---|---|
| Submit for Review is missing | Open Workflow and State Change (gear menu) first; do not look only in All Actions. Verify the document is saved and the account has document action permissions |
| Cannot find users in the start dialog | Search by name or email; you do not need to grant Reviewer / QC Reviewer in Sharing first |
| Electronic signature step fails | Follow the on-page prompts; contact support if it persists |
| Want to skip review | Use Promote to Approved |
Required Permissions & Roles
| Type | Permission | Controls |
|---|---|---|
| Object | Document: Read, Edit | Opening documents, submitting for review, versioning |
| Lifecycle action | Document: Submit for Review, Review Content, QC Review, Approve, Promote to Approved | Advancing the document lifecycle |
| Workflow | E-signature, Read & Understood | Approval signatures and notification distribution (per workflow config) |
| Object | Clinical User Task: Read, Edit | Completing review tasks in My Tasks |
In a single-account trial the same account can complete every step; in multi-role environments admins grant the relevant lifecycle actions by responsibility.