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 access this feature, you will encounter the following options:
Inherited. In the revision settings shown in the image above, this option is selected, indicating that the conditions are inherited from the Management process category.- Never. This means that revisions will not take place for documents published in this category.
Dynamic. This setting allows you to specify whether the document creator or the approver will be responsible for conducting the revision.When using the "Dynamic" revision setting, the user who created or approved the most recent version of the document will be assigned the responsibility for the revision.
Finally, you will set the revision interval by specifying when the revision should begin and when it should be completed. Additionally, you have the option to hide documents after the revision period has expired. However, exceptions are made for the creator, approver, revision responsible individuals, and users with elevated access in the system, ensuring that these users will still have visibility of the documents even after they are hidden from others.- Specific. Through the Specific settings, you have the option to select the following:
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- Revision Groups
- Individual Users (provided that the user has the publishing rights to Send documents to the organization and revise documents/templates in their profile.
Finally, you will configure the revision interval by specifying when the revision should commence and when it should be completed. Additionally, you have the choice to Hide documents after revision expired. However, exceptions are made for the creator, approver, revision responsible individuals, and users with elevated access in the system, ensuring that these users retain visibility of the documents even after they are hidden from others.
❗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.
