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All documents and questionnaires created in PolicyTech must go through the publishing process before they can be assigned to users (assignees). There are seven possible stages or statuses in the publishing process: Draft, Collaboration, Review, Approval, Pending, Approved, and Archived.
The process starts when a document or questionnaire owner writes the original draft of the content item (document or questionnaire). If desired, the owner can collaborate with other writers to complete the first draft. The owner then submits the content item to Review, where each reviewer can accept, revise, or decline it. If all reviewers accept the content item, it is automatically moved to the Approval status. If revised or declined by one or more reviewers, the content item is placed back in Draft status, and a task email is sent to the owner to review the revised or declined content item, make the necessary changes, and then resubmit it for review. (The content item goes back to Draft status only after all reviewers have accepted, revised, or declined it.) This part of the process can be repeated as many times as necessary to create an acceptable content item.
Once all reviewers approve a subsequent draft, the content item is moved automatically to Approval status. Approvers have the same options as reviewers for dealing with the content item (accept, revise, and decline). If all approvers accept it, the content item is automatically published. If one or more approvers revise or decline the content item, it again goes back to Draft status where the owner can again make needed changes and resubmit the content item to Review or directly to Approval.
The only time a content item is not immediately published upon approval is if the owner designates a publication date sometime in the future. In that case, the content item is moved to Pending status until that date arrives, and then the content item is published.
As soon as a content item is published, task notifications to read the document or complete the questionnaire are sent to all assignees.
If an approved content item is a new version of an existing one, the previous version is automatically archived when the new version is published.