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Document Statuses

Documents get a status as they progress through the data flow.

  1. Status Descriptions

Status Descriptions

Trace has a six-step Document analysis process. Status is tracked on the Trace Document Status field. When a document status is changed the timestamp on the Trace Document Status Updated On field is updated.

Step Status Type Overview
1 NEW Transient Documents that are brand new to the workspace and are part of Trace All Documents saved search. Documents not included in the Trace All Documents saved search will not be included in the data flow.
2 INDEXED Transient Documents that have been successfully indexed.
3 TERM SEARCHED Transient Documents where Terms have been successfully searched for.
4 NORMALIZED Transient Documents that meet the criteria of the Normalized Saved Search configuration in the Rule Evaluation task.

NOTE: Documents can only be moved to the Normalized status if they and all their family members are in the Term Searched status.

NOTE: If Normalized Saved Search is not configured, documents will move to Normalized once they and all their family members have the Term Searched status.
       
5 READY FOR RULE ANALYSIS Terminal Documents that have the Normalized status and don’t meet the criteria of the Omit from Alert Rules Saved Search configured in the Rule Evaluation task. Both Alert and Workflow Rules will analyze documents with the Ready for Rules status.
6 ALERT RULES COMPLETE Terminal Parent Document that meet the criteria of the Omit from Alert Rules Saved Search configuration in the Rule Evaluation task and all of their children. Alert Rules will NOT analyze these documents.

NOTE: If Omit from Alert Rules Saved Search is not configured, no documents will be marked with the Alert Rules Complete status.

To identify documents that are stuck in the flow and no longer progressing through the statuses, it is advised that you create a document view that shows documents with a status of 1 - New, 2 - Indexed, OR 3 - Term Searched and sort the documents in ascending order by the Trace Document Status Updated On field, so that documents that have been stuck in a non-terminal status for a significant period of time are identified at the top of your view.