Reassigning a Document to a Different Category

With our 29.4.0 release, you will now have the ability to reassign documents to another document category. The action can be completed depending on the state of the document and your permissions.

Who Can Change a Document Category and When?

If the document is:

• Draft/Reviewed and the user is in the Administration: Super User role, an Author, or has the document category level permission "Can Edit Any Document in Category", they will be able to make this change.
• Periodic Review/Draft Review/Rejected/Awaiting Approval: this change is not possible until the workflow is completed
• Approved and the user is in the Administration: Super User role, an Author, or has the document category level permission "Can Edit Any Document in Category", they will be able to make this change.
• Effective and the user is in the Administration: Super User role, they will be able to make this change.

• Retired and the user is in the Administration: Super User role, they will be able to make this change.

   

Changing Document Category

To update a document's category, please follow the instructions below:

• Navigate to the Document View page of the document you wish to update
• Select More Options
• Select Change Category
• Select the desired document category from the list
   

The updated category will be displayed in the Document View page, the Documents Full Table, and will be visible in the Audit Trail. 

Please note: custom fields that applied to the previous document category will be removed from the document. Custom fields that apply to the new document category will now be visible and will need to be filled out, if required. Account custom fields that applied to both categories will remain in place.
 

Audit Trail Display

When you change a document category, the transaction will be logged on the Audit Trail history under the previous Key ID and the new Key ID.
 

What Happens to the Custom Fields and Settings?

When the category is changed, the following applies:

Custom Fields:

• Category Custom Fields:
  • Category Custom Fields from the New Category will be applied to all versions of the document. If required, these fields will need to be filled out on the draft/approved/effective versions of the documents.
  • Category Custom Fields from the Old Category will be removed.
• Account custom fields will remain unchanged when they are applied to both categories.

Workflows:

• Workflows launched after the category change will follow the new category settings.

Category Settings:

The following settings will NOT automatically update to the settings of the new category and will remain unchanged.

• Settings:
  • Document Security
  • Document Review Interval
  • Automatically create training records for Authors/Workflow Participants
  • User Retraining Interval
  • Account Custom Fields
• Training:
  • Completed training records will remain unchanged.
  • Incomplete Training records will retain their original training intervals and due dates will not be recalculated.
  • Newly assigned training after the category change will follow the new category’s grace period.
• Archive Rules:
  • Retired Documents will follow the archive rules of the new category.

Links & Attachments: 

• Links and attachments will not be changed.

What Happens to the Key ID and Category?

After the category change, the following applies:

• Category Name: The name will update to the new category name.
• Key ID: The ID will change to the next ID in sequence in the new category.

How will the Changes be Applied to the Document Versions?

Once the category change is confirmed, all versions of the document will be moved to the new category. This means the following will be updated to reflect the target category settings:

• Account and Category Custom Fields
• Document workflows (only affects new workflows launched after change).
• Archive Rules, including for all past retired versions of the document.
• PDF Export Options
• Roles/Permissions
• New assigned training (occurring after this transaction) will follow the new Training Grace Period