- Create & Edit New Versions of Documents

Create & Edit New Versions of Documents

Creating a New Version

New versions of documents can only be created from authorised versions. They can be created at any time but are usually the result of having undergone a review in which one or more change requests were approved. However, it is also possible to create new versions of documents which have no review settings.

To create a new version of an authorised document:

  1. Open the latest authorised version of the document in question
  2. Click the Actions field to the right of the document’s title
  3. Select the option, Create New Version and click Go
  4. In the lightbox which appears, a comment can be entered in the field, “Please enter the reason for the new version”
  5. Click Create New Version

When a document review workflow has been followed and change requests have been approved, the system will prompt the creation of a new version. The review completion box in the workflow will display a ‘Create New Version’ button as the next logical step to follow.

When a new version is created, if no change requests have been raised and a review workflow reaches the review approval step, the approval task will be invalidated and will only return if the draft is deleted.

Editing a Draft

A new draft version will start with the source file which was last published (the version currently under review). From version 3.6.0, all source files carry a 6 character randomly generated reference code. It allows identifying which source file is being referred to in a review feedback task or a change request.

The document can be updated by editing it online or by uploading new source files. Most parameters can also be edited while the document is in draft state.

Every source file uploaded (as a new edition of the draft) will carry its own reference code. In the same manner, when the online editor is used to make changes to the source file, these are saved as a separate source file. The saved source file will have a new reference code and it will be in Word™ (.docx) format. All source files added can be retrieved from the ‘Source File’ section in the General tab of draft documents.
Clicking the link, ‘View all uploads for this version of the document’, brings up a lightbox which lists all uploads and saved versions of online edits. This link is only available when more than one source file exists; if there is only one, it can be downloaded by clicking its title under, File Name in the Source File section.

Any change requests raised will mention the source file reference so that they can be linked to the appropriate stage of the update process. The Reviews tab provides this information and also, a button to Request Review Feedback’, independent of any ongoing review workflow.

Reviewing a Draft

It is also possible to perform a review workflow within a draft document to seek consensus on the changes made. It will behave in the same way as a review workflow run on an authorised version but it will not include the approval step (if the workflow has one). The approval step is replaced with the publishing process.

During a review cycle, the button, Restart Review Cycle is available unless change requests have been submitted. When a change request is raised, the button will disappear until the change request is rejected or it is approved and a new version is created. Once a new version is created during a review cycle, the under-review version will display the Restart Review Cycle button again. When this button is clicked, the system will be aware of the existence of a new version. The new review cycle will appear in the draft version; its tasks and review feedback will display in the draft version and the review feedback tasks will refer to the source files in the draft.

Once a workflow has been started in the draft version, it can be restarted there if it becomes necessary to have more than one iteration.


Next Step:
The next article covers Configuring Document Publishing Workflows
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The previous article covers Permissions & Settings to Create, Edit & Publish New Versions of Documents