Using Lifecycle Details

Collabspace provides users a complete picture of a content item or a system entity through the Lifecycle Details page. When accessed, the page will open in a new tab so that the user’s task flow is not interrupted. You can view all the properties of the item, previous versions and audit entries. 

Any content item presented in search results has its own Lifecycle Details. Other information entities that can be viewed through Lifecycle Details include Record Categories, File Plans, Security Groups, Terms, Term Sets, Policies, Workflows and Content Rules.  

Lifecycle Details can usually be accessed through a context menu by clicking an ellipsis (...) icon for its respective item. In addition to the specific icon, title and ID of a content item or system entity, you will find three general tabs on the page: Overview, Versions and Audit. 


Overview tab 

Depending on what kind of entity you are accessing Lifecycle Details for, the contents of the Overview tab may vary slightly. You’ll find information about its Collabspace ID, Last Modified and Created dates and times, as well as the user responsible for creating or modifying the item or entity. 


Versions tab 

Whenever a user updates a property of a content item or a system entity a new version is created. Versions are also incremented for items which had their contents edited (for example, Word documents). Before a new version of a content item is available in Collabspace, a partial crawl must be completed.  

Use the drop-down box to select and view the historic iteration of all available properties. All the required and optional properties alongside their values will show here, regardless of whether they’ve been filled in or not (thus some may appear empty). 


Audit tab 

The Audit tab contains a chronological view of audit entries for a content item or a system entity. Clicking on a specific audit entry will display additional information about the entry in the right column. 


System entities, such as File Plan, have unique audit entries designed to contextualize users’ actions in regards to itself or other entities. Audits for each type of system entity are explored in greater detail within their respective Help Center articles.