Default settings on revision
Under Documents » Settings » Advanced Settings, you can specify a timeframe for when published documents should be reviewed on your site. If you wish to conduct annual revisions, you can set the review to start 11 months after the document's publication and to be completed one month after the revision begins, as illustrated in the image below. It's important to note that these settings apply only as default settings for new categories that do not inherit settings from parent categories. The specific settings for each category always take precedence, and any changes made in this dialog will not affect existing categories.
Who is Responsible for Revisions
To be eligible for revision tasks, a user's profile must have at least the publishing rights to Send documents to the organization and revise documents/templates which you can read more about here.
Revision Settings by Category
The review interval set in your site's default settings can be overridden at the category level, allowing for greater customization of the management of documents published within each specific category to better align with your organization's needs.
In the image above, you can see that the Organisation category has inherited its revision settings from Management process However, there are additional options available that allow you to customize who will be responsible for the revision tasks and the timeframe for when revisions should occur.
Once you've accessed this feature, you will be presented with the following options:
Inherited. This means that the current category—in this example, Economy—does not have its own revision settings and instead adopts those from the parent category.
When Inherited is selected, you cannot make additional revision choices, as the settings are controlled by the parent category.- Never. Selecting this option means no documents in this category will undergo system-supported revision. Manual revisions can still be carried out, but the system does not provide tools for planning or assigning revision responsibilities.
When "Never" is enabled, no further revision settings are available because revision is deactivated for the category. - Dynamic. With the Dynamic setting, no specific user or revision group is preassigned responsibility. Instead, you decide whether the document's creator or approver will handle future revisions.
You also set the desired revision interval by specifying when the review should begin (revision start date) and when it should be completed (revision date), based on the most recent revision activity. - Specific. This option allows you to assign a particular user or revision group as responsible for document revisions. We recommend using revision groups, even if the group contains just one person, as this simplifies management in cases such as staff changes or role transitions. Note that users assigned as reviewers must have the permission Send documents to the organization and revise documents/templates in their profile.
When using the Dynamic or Specific revision setting, you have the option to enable Hide documents if revision is overdue, which automatically hides documents—both internally and externally via Public Link—as soon as their revision date is passed.
However, these documents remain visible in the system to creators, approvers, those responsible for revisions, category owners, and users with overriding access restrictions, so they have the ability to complete pending revisions.
❗Please note that If the person responsible for revisions is changed, no additional notifications will be sent for documents where the revision start date has already passed. However, the relevant documents will still appear in the Needs to be reviewed list under My Documents » To-Do for the newly appointed revision responsible individuals.
💡Tip: Revision groups simplify the management of revision responsibilities within the system, as these groups are utilized globally in the Document Module. This means that when a user leaves the organization or changes roles, only the revision group needs to be updated to ensure that revisions continue without interruption.
Under Documents » Settings, in the section titled Revision Groups, you can create groups of users who will be assigned these tasks. For more information about revision groups, please refer to this article.
