Create a New Version

Q: Can't pick an approver

Approved By only lists active compliance admins. If the right person is missing, check their account is active and that Compliance Admin is turned on.

New Version starts a draft. Staff, public links and agreement requests stay on the current version until you publish.

You can do this for a policy, training and assessment strategy, assessment tool, online document or procedure. You can have one draft at a time.

When to Use This

Use this when a document needs to change and you want to finish the update before anyone else sees it.

The first version of an uploaded file or online document is available as soon as you add it. From the next change, use New Version.

Steps

Open the document

Open the document you want to update. For a policy, go to Policies and select it.

Start a draft

Select New Version.

The current version stays in place. The page shows “Version X is a draft. Staff can’t see this document until it’s published.”

For a procedure, New Version copies the current steps into the draft. If a draft is already open, keep working in that one — you can’t start a second.

Update the draft

Select Edit Draft. For an uploaded file, add the updated PDF or Word document. For an online document, edit the content in place. For a procedure, select Edit Steps.

You can preview the current version and the draft. Saving stores the draft. Staff and agreement requests stay on the current version until you publish.

Publish

When the draft is ready, select Publish.

Choose an active compliance admin under Approved By. Approved On defaults to today and can’t be a future date. You’ll see how many staff or departments will be asked to agree.

Other actions

Delete Draft removes the draft. You can’t undo this, and it isn’t offered when the draft is the only version.

Set Approver records Approved By on an older version that doesn’t have one.

What Happens Next

Publishing replaces what staff see, including in the Staff Portal, in search and on a public link
Agreement requests go out when you publish
Earlier versions stay in the version history
On the Versions tab, the draft is listed first and marked Draft until you publish it

Drafts are also left out of exports and the public complaints form.

Common Issues

Staff can't see my new version

It’s still a draft. Staff keep seeing the published version until you select Publish. On the Versions tab, a draft is marked Draft.

Can't pick an approver

Approved By only lists active compliance admins. If the right person is missing, check their account is active and that Compliance Admin is turned on.

Staff didn't get new agreement requests

Requests are sent when you publish. For a policy, they go to staff whose department is linked to that category. See Set Up Staff Agreements.