Once editing is completed on a document, you start the publishing process. This kicks off an approval to be sent to the Document Approver.
If you are also the Approver the document will publish immediately.
To Approve (or reject) the edits to the Controlled Document
1. You will receive an email notifying you that you have a document to approve.
2. In the document will be a link to open and read the document.
3. Return to the email to Approve or Reject the document.
a. To Reject:
i. Add a comment in the box to explain why you have rejected the document, what needs changing etc. The editor will be able to see this comment.
ii. Click Reject.
b. To Accept:
i. If there are any comments you want to share about the document add them in the box. These comments will be visible to the editor and the audience if tasks have been published.
ii. Click Accept.
Through the approval process any approvers comments will also be added to audit trail for the file.
- It can take a few minutes for a document to be Published. It will show a Green Published status once the Publishing is complete. If your organisation has Approvers the document will not Publish until they have approved the document.
- If after 5mins, you can not see the published document, it may be due to the document being “locked”, as a user has the document open.
Version Status of a Controlled Document
There are different versions status types as follows:
| This document has not yet been published |
| This Document has been published. |
| The document has been published but is now being edited. The original published document is still visible to the audience while the new edits are being drafted. When the edited document is published it will replace the current published document |
