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- If you need to replace the current version of a document, either as part of a review, or simply to correct an error, you must upload a new version.
- To do this, select ‘Upload new version’.
- Enter the details for the new version, including the new version number and details of any changes made.
- Enter the details for the document and click Next.
- You will be asked to re-confirm the details for Approval, Ratification, Review and the Permissions.
Setting Approval Details
- If the new version of the document needs to go through an Approval process, select Approval required and enter the details accordingly.
- If the new version of the document does not need to be approved, select Approval not required.
Setting Ratification Details
- If the new version of the document needs to go through a Ratification process, select Ratification required and enter the details accordingly.
- If the new version of the document does not need to be ratified, select Ratification not required.
Set the Next Review Details
- If the document needs to be reviewed at a future date, set when the next document review needs to take place.
- Set the Review date - the date by which the document needs to be reviewed.
- And the Review period - this is the pending period - how far before the review date does the document need to flag as pending on the reviewer's dashboard.
- If no future review of the document is required, select No review required.
Updating Document Permissions
- Finally, if the permissions for the document need to be updated, you can do this here. If no changes are needed, select Complete.
- The new version of the document will now be uploaded - the document will now either be in Draft form (awaiting approval and/or ratification if these settings were selected), or it will be published and visible to all users with the relevant permission.
- Previous versions of the document will still be visible to users with the Admin Documents permission, under Version History.