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Editing a Document or Questionnaire in Its Current Status

As an administrator, you can use the Edit in Current State feature to make necessary changes to a 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 questionnaire in Review or Approval without causing it to be sent back to draft.

Note: You cannot edit the content of a published stand-alone questionnaire in its current state.

Edit Document/Questionnaire Content

Find and open the document in the Review, Approval, Pending, or Published status, or find and open the questionnaire in the Review or Approval status (see Searching for a Document or Questionnaire or Browsing for a Document or Questionnaire).
Do one of the following:

If the document is in Review, Approval, or Pending status, or if the questionnaire is in Review or Approval status, click Options, click Edit in Current State, and then click OK.

If the document/questionnaire is in Published status, click , click Edit in Current State, and then click OK.

With the Edit Document or Edit Questionnaire tab (in a stand-alone questionnaire) selected, make changes to the content.
Click Done Editing.

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

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

If the document/questionnaire 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.
In the Done Editing window, explain the changes you made.

(Optional) Select Post to Discussion Board if you want to make the changes summary available for discussion. (For details on selecting users as notification recipients or making the discussion private, see Working with Discussions).

Notes:

If the document is in the Pending or Published status, 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.
If the document/questionnaire 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 (see Doing a Periodic Review and Creating a New Version) and either set it as approved (see Setting a Document or Questionnaire as Approved) or send it through the standard review and approval process (see Submitting a Document or Questionnaire for Review or Submitting a Document or Questionnaire for Approval).

(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 Document Setup (see Comments/Discussions and Notifications)

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

Note: A new snapshot of the document/questionnaire is taken when it is saved. Previous snapshots are accessible, along with change summaries, in the Version History page of the Overview (see Working with the Overview).

Close the document/questionnaire.

Change Properties

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

Find and open the document/questionnaire you want to change (see Searching for a Document or Questionnaire or Browsing for a Document or Questionnaire), and then click the Properties Wizard tab.

(Conditional) If the document/questionnaire is in Pending or Approved status, an alert is displayed explaining that any properties you change will take immediate effect on this approved document/questionnaire. Click OK to close the alert.

Make necessary changes.
Click Save, and then close the document/questionnaire.

Edit a Document Questionnaire

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

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

Draft, Collaboration, Review, or Approval

As an administrator, you can make changes to the questionnaire 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. For instructions on adding or making changes to a questionnaire, see the Creating a Document Questionnaire.

Pending or Published

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

Find and open the document you want to change (see Searching for a Document or Questionnaire or Browsing for a Document or Questionnaire).
Do one of the following:

If the document is in Published status, click , 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.

Click the Edit Questionnaire tab.
Do one of the following, depending on what you see.

If a questionnaire has not yet been added to this document, you will see the window shown below. Click Create Questionnaire, and then see Creating a Document Questionnaire for further instructions.

If a questionnaire has previously been added to this document, you will see the window shown below. Select one of the three options described below.

If you need to make changes to the questionnaire's questions and answers or to questionnaire settings (other than the Confidentiality or Disable/Enable Questionnaire setting), click Create a New Version of the Questionnaire, and then click Continue. You are taken to a copy of the existing questionnaire where you can make needed changes (see Changing a Questionnaire for help).
This option lets you change the Enable/Disable Questionnaire setting without having to create a new version of the questionnaire. The option label depends on the current state of the questionnaire. If it is currently enabled (available to any assignee of this document), you will see Disable Current Questionnaire; if it is currently disabled, you will see Enable Current Questionnaire. 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 questionnaire. 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 questionnaire reports. Both options apply to the two management questionnaire reports, Questionnaire Reports by Document and Questionnaire Reports by User. By default, anyone with access to this document and with an assigned role that grants access to the abovementioned questionnaire reports can generate these reports and see questionnaire 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 Questionnaire Reports by User only). You can restrict questionnaire report access to only the document owner and administrators.

Important: Changing the Confidentiality setting applies to the questionnaire in all versions of the current document. For example, if the document you're 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.

Note: Restricting questionnaire report access affects only the management questionnaire reports. It does not affect each user's ability to run personal questionnaire reports.

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.

Click Done Editing.

In the Done Editing window, explain the changes you made.

(Optional) Select Post to Discussion Board if you want to make the changes summary available for discussion. (For details on selecting users as notification recipients or making the discussion private, see Working with Discussions).

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.

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

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