Creating a New Version of an Original Document/Assessment

You can create a new version of an original document or assessment that is approved and is in a Pending or Published status.

Create a New Version

  1. Open the approved original document or assessment, and then do one of the following:
    • If the document/assessment is in Published status, click Create New Version, and then click Yes.

    • If the document/assessment is in Pending status, click Options, click Create New Version, and then click Yes.

      A new version of the document/assessment opens in draft status with the Properties Wizard tab selected.

  2. (Optional) Make any needed changes in each of the available Properties Wizard steps preceding the Localization Workflow step.

    Note: Changes made in these steps apply only to the original document/assessment and will not be reflected in the new versions of the localized copies.

  3. Click the Localization Workflow step.

  4. Do any of the following, as necessary:
    • Update or add localization instructions (see Changing Localization Instructions).

      Important: Localization instructions are your primary tool for communicating with localized copy owners. You should include in the instructions a detailed description of the changes made in the new version of the original document/assessment.

    • Add, delete, or disconnect a localized copy (see Adding, Deleting, or Disconnecting a Localized Copy).

      Note: Deleting an existing localized copy in Predraft status does not delete any previous versions of that copy.

    • Change localized copies' sync settings (see Changing Sync Settings).
  5. To make content changes, do one of the following:
    • If the original is a Word, Excel, PowerPoint (only if Office Online Module is enabled), or rich text document, click the Edit Document tab, and then make the needed changes.
    • If the original is an uploaded file document, click the Edit Document tab, click the document title, and then do one of the following:
    • If the uploaded file type (its file name extension) has been enabled in Policy & Procedure Management, the file will open in the application currently designated in Windows as the default application for that file name extension. Make the needed changes and then save and close the file. The modified file is automatically saved back into Policy & Procedure Management.
    • If the uploaded file type has not been enabled in Policy & Procedure Management, you will be prompted to open or save the uploaded file. Save the file, open it in an application that can edit the file, and then save your changes. Back in the Policy & Procedure Management document with the Edit Document tab selected, click Import/Overwrite, and then upload the updated document to replace the previous version.

      Important: If the original document is updated, the new versions of the localized copies created from this updated original will initially match the new original version, provided the "Original Text as Default" setting is selected within the Default Properties. However, each owner of a localized copy can choose to replace the contents with those from the localized copy's previous version by using the Download Source File & Import Overwrite process. This feature is particularly useful when the localized copies have already been translated. The owner of a localized copy can restore the previously translated content and then apply the same changes from the new original version to the translation, rather than having to retranslate the entire document.

    • If the original is an assessment, click the Edit Assessment tab, and then make the needed changes.
  6. (Optional) If the original is a document, change or add an assessment. For details on how changing or adding an assessment in a original document affects its localized copies, see Adding a Assessment to an Original Document.
  7. (Optional) If the original is a document, add or update links and attachments.
  8. Submit the document/assessment for review or approval.