Editing a Content Item in Its Current Status

As an administrator, you can use the Edit in Current State feature to make necessary changes to an approved (pending or published) document without having to create a new version of the document and send it through the review and approval process again. You can also use Edit in Current State for a document or assessment in Review or Approval without causing it to be sent back to draft. You cannot edit the content of a pending or published stand-alone assessment in its current state.

Note: The Edit in Current State feature is not available for campaigns.

Edit Document or Assessment Content

  1. Find and open the document in the Review, Approval, Pending, or Published status, or find and open the assessment in the Review or Approval status.
  2. Do one of the following:
    • If the document is in Review, Approval, or Pending status, or if the assessment is in Review or Approval status, click Options, click Edit in Current State, and then click OK.
    • If the document is in Published status, click More, click Edit in Current State, and then click OK.
  3. With the Edit Document or Edit Assessment tab (in a stand-alone assessment) selected, make changes to the content.
  4. Click Done Editing, and type an explanation of the changes you made.

    If the document/assessment is in Review or Approval status, click Done Editing to save your changes and keep the item open in read-only mode, or click Save and Close.,

    If the document is in Pending or Published status, click Done Editing.

  5. If the document/assessment is in Review or Approval status, you can now close it. If the document is in Pending or Published status, continue with the next step.
  6. (Optional) Select Post to Discussion Board if you want to make the changes summary available for discussion.
    • If the document is in the Pending or Published status, only the owner and assigned approvers receive email notification that the document has been changed. Assigned reviewers and designated assignees do not receive notification unless you post the change summary to the discussion board and add reviewers and assignees as notification recipients.
    • If the document/assessment is in Review or Approval status, no email notifications are sent. If users should be notified, it may be best to create a new version and either set it as approved or send it through the standard review and approval process.
  7. (Optional) If Send Email Notification to Approvers is not already selected, select it to send an email notification to approvers.

    Note: If the Send Email Notification to Approvers option is selected and not changeable (grayed out), then that option has been selected in the Default Properties in Content Setup.

  8. Click Save, and then, in the Results window, click OK.

    Note: For a Word document, a new snapshot of the document is taken when it is saved. Previous snapshots are accessible, along with change summaries, in the Version History page of the Overview.

  9. Close the document or assessment.

Change Properties

As an administrator, you can make changes directly (without having to use Edit in Current State) to most properties for documents or assessments in any active (not archived) status.

  1. Find and open the document or assessment you want to change, and then click the Properties Wizard tab.
  2. If the document or assessment is in Pending or Approved status, an alert displays. Click OK to close the alert.
  3. Make necessary changes.
  4. Click Save, and then close the document or assessment.

Edit a Document Assessment

Follow the instructions below for the status of the document whose assessment you need to modify.

Note: You cannot edit a stand-alone assessment in its current state.

Draft, Collaboration, Review, or Approval

As an administrator, you can make changes to the assessment in any document you have access to that is in Draft, Collaboration, Review, or Approval status just as if you were the document owner or an assigned proxy author.

Pending or Published

To add or make changes to an assessment in a document that is in the Pending or Published status, you must use the Edit in Current State feature.

  1. Find and open the document you want to change.
  2. Do one of the following:
    • If the document is in Published status, click More, click Edit in Current State, and then click OK.
    • If the document is in Pending status, click Options, click Edit in Current State, and then click OK.
  3. Click the Edit Assessment tab, and then do one of the following: 
    • If an assessment has not yet been added to the document, click Create Assessment.
    • If an assessment has previously been added to the document, select one of the three options:
      • If you need to make changes to the assessment's questions and answers or to assessment settings (other than the Confidentiality or Disable/Enable Assessment setting), click Create a New Version of the Assessment, and then click Continue. You are taken to a copy of the existing assessment where you can make needed changes.
      • This option lets you change the Enable/Disable Assessment setting without having to create a new version of the assessment. The option label depends on the current state of the assessment. If it is currently enabled (available to any assignee of this document), you will see Disable Current Assessment; if it is currently disabled, you will see Enable Current Assessment. Select the option, click Continue, click OK, and then click Close. You are returned to the Edit Document tab.
      • This option lets you change the Confidentiality setting without having to create a new version of the assessment. As with the previous option, this option label varies. It will say either Restrict results to administrators and the Document Owner or Make results available to anyone who can see assessment reports. Both options apply to the two management assessment reports, Assessment Reports by Document and Assessment Reports by User. By default, anyone with access to this document and with an assigned role that grants access to the abovementioned assessment reports can generate these reports and see assessment results. This includes the document owner, any administrator with access to the document's site, any user assigned the report manager role, and any user assigned the manager role (which grants access to Assessment Reports by User only). You can restrict assessment report access to only the document owner and administrators.

      Important: Changing the Confidentiality setting applies to the assessment in all versions of the current document. For example, if the document you are currently editing is in the published status and a new version of this document is currently in approval, changing this setting changes it in both of those document versions.

    • To change this setting, click it, and then click OK to clear the warning. Click Continue to apply the change, click OK, and then click Close.

  4. Click Done Editing, and type an explanation of the changes you made.
  5. (Optional) Select Post to Discussion Board if you want to make the changes summary available for discussion.

    Note: Only the document owner and assigned approvers receive email notification that the document has been changed. Assigned reviewers and designated assignees do not receive notification unless you post the change summary to the discussion board and add reviewers and assignees as notification recipients.

  6. (Optional) If Send Email Notification to Approvers is not already selected, select it to send an email notification to approvers.

    Note: If the Send Email Notification to Approvers option is selected and not changeable (grayed out), then that option has been selected in the Default Properties in Content Setup (see Comments/Discussions and Notifications)

  7. Click Save, and then, in the Results window, click OK.
  8. Close the document.