Create, manage, and submit document versions for approval

Create and manage document versions to maintain a complete history of changes as a document evolves.

Before you begin

Role required:

sn_irm_cont_auth.system_owner
sn_irm_cont_auth.info_system_sec_officer
sn_irm_cont_auth.authorization_official
sn_irm_cont_auth.info_system_sec_manager
sn_irm_cont_auth.admin
sn_irm_cont_auth.information_owner
sn_irm_cont_auth.sec_control_assessor
sn_irm_cont_auth.system_user

In general, any role with write access to the record can add, edit, or modify the docs.

Note: You can add documents only when the record is in an active state. Inactive records don't allow changes to linked documents.

You have linked a document to an authorization package, boundary, or engagement
The authorization package or engagement must be in an active, editable state
You must have edit permissions on the document

About this task

Document versioning tracks how a linked document changes over time. All linked documents maintain a version history at the instance level, visible to all users who have access to the document.

Note: Document versions progress forward only. You can't roll back to a previous version or revert a published document to draft state. If you need to undo changes, you must create a version with the corrected content.

Procedure

In the authorization package or engagement, open the Documents side panel.
Locate the document you want to version, then select the menu icon next to it.
Select Track Versions to view the complete version history.

A version history panel opens, showing all versions of the document with their current state, creation date, and who created them. The most recent version appears first.
To create a new version in Track Versions dialog, select Create New Version.

Alternatively, select Expand View, navigate to Versions tab, and then select New to create a version.
In the Create New Version dialog, select Upload attachment and add the new document version.
In Notes field, add notes describing the changes.

Notes help other users understand what changed between versions.
Select Save Version to create the version.

If no approval workflow is configured, the new version is immediately published and the previous version is marked as retired. If an approval workflow exists, the new version enters Draft state and waits for submission.
If the document has an approval workflow configured, select Submit icon in the Track dialog.

Alternatively, select the menu icon next to the document in the Document panel and select Send for approval to trigger the approval process.

The document state changes to Awaiting Review, and assigned reviewers receive task notifications.
After all reviewers and approvers complete their tasks, in Track Versions dialog, select the Publish icon to publish the version.

Publishing a version automatically retires all previous versions. The published version becomes the active document that all linked records reference.

Parent Topic:Document reuse across records