Using Document Lifecycle

This guide is for staff who manage controlled documents and owners setting the approval process. Every step uses the labels you see on screen.

Using Document Lifecycle (editor how-to)

How to add and version a document

1. Go to Workflow > Controlled documents.
2. Add a document with a stable key, title, status, metadata, and any review or expiry dates.
3. Use Publish version on the document to add the version label, immutable text content, and an optional admin note. Earlier publications remain in Publications.

How to update a document’s details

1. Open a document from Workflow > Controlled documents.
2. Change its title, lifecycle status, or other details. The key field stays fixed so links keep working.
3. Save your changes.

How to set review and expiry dates

1. Open the document.
2. Set its review date and Expires date.
3. Save. Expired documents are handled by the scheduled archive process; use your normal review process to act before that date.

How to send a document for approval

1. Open the document and use Publish version to record the approved content, version label, and an optional approval note.
2. This resource does not route approval tasks or track approver status. Run the review and approval process through your organisation’s workflow before publishing.
3. Use Publications to confirm the immutable version and its publish time.

How to check published versions

1. Open a document and go to Publications.
2. Each published version is locked and kept on record, with its own hash, revision reference, and publish time.
3. Use this list when you need to confirm exactly what was published and when.

How to track acceptances

1. Open the document’s Acceptances tab.
2. See who has accepted the current version.
3. Use Export evidence CSV if you need a record.

How to archive a document

1. Open the document.
2. Click Archive document when it is retired.
3. It moves out of the active list but stays on record.

Rolling out Document Lifecycle (for owners)

Turn on first

• Versioning and expiry reminders. Get documents under version control with review dates before adding approvals.

Add when needed

Need	Enable
Require sign-off before use	Approvals
Prove people read a policy	Acceptances and Export evidence CSV

Don’t enable yet

• Don’t add complex approval chains before the basics (versions and expiry dates) are in routine use.

Who does what

Role	First useful screen
Document owner	Workflow > Controlled documents: publish versions and set dates
Site owner	Acceptances and evidence exports

Troubleshooting for editors

What you see	What it means	What to do
A document expired or was archived	Its Expires date passed and the scheduled archive process ran	Restore it if appropriate, then review the expiry date and status
People are using an old version	The new version wasn’t published, or acceptances are pending	Confirm the current version and chase outstanding acceptances
I can’t prove someone accepted a policy	Acceptance wasn’t recorded	Use Export evidence CSV for recorded acceptances; ensure acceptance is required
A retired document still shows	It wasn’t archived	Open it and Archive document