Create, Edit & Publish New Versions of Documents - Part 1 - Introduction

Table of Contents

• Permissions & Settings to Create, Edit & Publish New Versions of Documents
  • Permissions
    • Permissions to Create New Versions of Documents
    • Permissions to Edit Draft Documents
    • Permissions to adjust Review Settings and Start Review Workflow
    • Permissions to progress to publishing
    • Permissions to Authorise and Approve Publishing
  • Settings
    • Document access controls
    • Online Document Editing
    • Document Versioning
• Creating & Editing New Versions Of Documents
  • Creating a New Version
  • Editing a Draft
• Configuring Document Publishing Workflows
• Authorising & Publishing New Versions Of Documents
  • Publishing without a workflow
  • Publishing with a Workflow
    • Starting a Publishing workflow
    • Completing Publishing Rounds

Introduction

When an existing controlled document requires updating, iPassport allows creating new versions which will be displayed together with preceding versions. The version numbers are incremented according to established settings and all the review history of each document is kept in one place. Draft versions can be compared side by side with the version immediately before them using the Compare with v button (followed by the previous version number). This button is not limited to drafts; it only appears when both the version being viewed and the version immediately before it have a PDF, and it is unavailable while a PDF conversion is in progress. In contrast with entirely new documents, new versions are created directly from the existing document and they are placed together with preceding versions under the same index and title. Selecting Create New Version from the Actions field opens a pop-up window where the reason for the new version is entered. The reason is recorded in the document’s action history, and any approved or verified change requests are copied into Changes in this version on the new draft.

Only one draft new version of a document can exist at a time. If a draft already exists, the option to create a new version is not offered, and the existing draft must be deleted before another new version can be created.

New versions of documents always start as drafts which can be updated within iPassport with its online editor or by uploading new versions created externally. When a new version is created, the current authorised version changes to the Under Review state. If the draft is later deleted, the previous version returns to Authorised, and its review approval tasks are issued again if its review was awaiting approval. Open review approval tasks on the previous version are invalidated when the new version is created; open review feedback tasks on it are only invalidated if that version has not been reviewed and has no review cycle in progress. Further reviews can be requested to seek approval of changes made. Once the document is deemed ready, an authorisation and publishing process can be triggered so the document is compliant with local regulations before it goes into circulation.

The publishing process can use workflows like those used for review processes. This provides a way to request authorisation from multiple users in a certain order, following the internal hierarchy of the organisation. The publishing workflows can include a final approval step which is task driven so it’s not easily overlooked.

Next Step:

The next article covers Permissions & Settings to Create, Edit & Publish New Versions of Documents