If you are a Super User or an author, you may need to review or retire an effective document within the system. From the Documents tab, use the table to quickly search for the document you need to update or retire. Once you find what you’re looking for, click “Edit”.
From the document review window, click Review/Retire Document towards the top of the screen. From here, you have 3 options:
- Mark the item as current, with comments and an electronic signature-this will keep the current version as the effective version
- Indicate the item must be updated-and include a comment as to why-this will allow you to create a new version
- Mark the item as obsolete, which also requires a comment as to why-this will allow you to permanently retire a document (please note, ALL retired documents are available in the Archive section of the documents module)
To update the document, enter a comment in the box provided with the reason the document is being updated. Once you’ve entered your comment, click “Item Must Be Updated”. Enter your credentials to authorize the change.
The system will notify you that the previously effective version has been flagged for retirement, and that a new draft version has been created. Click Ok.
To access past versions of the document, click the hyperlink that says “Click HERE to see the past x versions of this document”, and then click on the line item that says “Draft”.
First, we need to upload the new version. Click the “Upload Document/File” button, and choose the document you want to upload. Next, choose the effective date for the new version. Any settings from the previous version will have been carried over, however they can be edited here. Review the information such as a user retraining interval, document review interval, etc. You will also need to enter version comments here. Once you’ve made all necessary changes, click the “Launch Approval Workflow” button. Then, click the green “Launch Workflow” button. Once the document has been approved, it will appear in the table as the latest version. Retired versions of the document can be found in the Archive table.