Policies and Procedures Table of Contents:
- Folder Setup Guide
- P&P Approval Workflow Guide
- Publisher Persona Guide
- In Review Essentials Guide
- Published Essentials Guide
- Permissions Guide
Publishing a Document
The Publisher is the final step in the Policies and Procedures workflow. They have two responsibilities: To Publish the document to all readers, and to begin the process again when the document is up for review.
On the Journal Page, the Publisher has two actions, Decline and Publish. Publish is the action that will complete the document's journey to publication status.
The above modal will display when the Publish button is selected. This lets the Publisher set the important dates for this document.
1 - Scheduled Review Date - This is the date when the document should be up for review. It defaults to thirty days before one year in the future.
2 - Expiration Date - This is the date at which the document is counted as expired. The default is one year in the future. Expired documents show in portal documents and in the essentials pages with an exclamation mark and their line is colored red to indicate they are expired.
3 - Requiring Reader Acknowledgement - This checkbox is used if you want the document Readers to acknowledge they have read the document. This will add an alert to all readers when OK is clicked that a document is awaiting their acknowledgement.
4 - Require Due Date - This checkbox is for if you want to include a due date on the acknowledgement. The due date has no default value.
5 - Comments - Comments left when Publishing the document are not required. They will be added to the audit trail.
After publishing the document, you will get the modal popup saying:
Beginning a document review
At any time for a published document, a document review can be initiated from the journal page by the Publisher persona. On the journal page, you will see in the middle section, the following information:
Clicking on Begin Document Review will begin the approval process anew for the document and allow you to make any changes to it that need to be made. When a review is started, you will get the following modal:
Here, you can choose the version that will be created next. There is no difference in the versions other than their appearance, and is solely for if the reviewer wants it to be a minor or major version change.
When the version is selected and OK is hit, you will get a modal that says the version has been created.
Once a review is initiated, a few things happen:
1. Authors are notified that the document has begun a review and is assigned to them for completion.
2. A new version of the document is created in the database that can be viewed by non-reader Persona members.
3. The document will appear in the In Review Essentials page.
4. Readers who are not in other personas will still see the previous version of the document were they to open it.