Can documents be moved between different categories without creating a new version?
The answer is both yes and no—it depends on how your system is configured. Let’s break it down further.
If the Category field is locked
Within the Document Module, there is a setting called Locked Fields on Published Documents. If you have chosen to lock the Category field, published documents cannot be moved between categories. To change the category, you must first create a new document version.
Many organizations choose to lock the Category field because categories impact key aspects of document control—such as access, revision settings, and user permissions. We recommend carefully considering what moving a document may mean for your structure and users before making any changes. You can read more about how document control works here.
If the Category field is not locked
If you haven’t locked the Category setting—or if you choose to unlock the Category field—published documents can be moved to a different category without creating a new version, as long as the user has the appropriate profile permissions. Specifically, the user must have the profile setting Access to edit document information on all published documents.
To move a published document to a new category:
- Search for or navigate to the document.
- Click the “Edit publishing settings” icon.
- Click the Category field and select the new category you want to move the document to.
- Save your changes.