Modifying a File's Status or Ownership

You can add status details, define the file’s Responsible OwnerClosedTypically a manager whose goal it is to make sure that the file gets closed. The Responsible Owner defaults to the user who created the file. and Current OwnerClosedThe user who is working on the file at this moment. They are taking the steps necessary to close the file. The Current Owner default to the person who created the file., and mark the files as “important” (which adds the file to your Views including Important files) on the Status/Ownership tab of the File Properties dialog.

Tip: You can also change a file's status and/or ownership in the File Info Center. Select one or more files on the File Info Center page and click More>Change Owner, Change State, or Important.

Prerequisites: You must have the 'File Properties', 'Change File Status', and 'Change File Ownership' functions enabled for your role.

To modify status/ownership for a file:

  1. Access the File Properties dialog (page 1).
  2. Click the Status/Ownership tab.
  3. Make modifications in the three sections:
    1. File State and Status – displays the Current State, which is automatically updated by RL6. Select the Current Status and modify the Status Description for files that are In-Progress, Closed or Deleted.
    2. Ownership – click the magnifying glass icon to search for the user who should be the Responsible Owner or Current Owner.
    3. Note: The Current Owner and Responsible Owner fields default to the user who created the file. They can be changed to help differentiate between the files that members of the same department are working on. However, file ownership cannot be reassigned to frontline staff.
    4. My Important FilesClosedThe electronic record created when a user submits an incident report, such as a fall or medication error, or when a patient provides feedback. Some organizations refer to files as events, reports, or cases. – check the Mark as Important box and type a Reason to include the file in your Views on the File Info Center page.
  4. Click Save to return to the file.