You are here: Topics by User Interface Area > For Document Control Administrators > Documents > Editing a Document in Its Current Status

Editing a Document in Its Current Status

As a document control 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 in review or approval without causing the document to be sent back to draft.

Editing document content or its questionnaire in the statuses indicated without affecting a document's workflow status and without the necessity of using the Edit in Current State feature:

Edit Document Content

To edit a document in review, approval, pending, or published status,

Find and open the document you want to change (see Finding and Opening a Document for help).
Click Options, click Edit in Current State, and then click OK.

With the Edit Document tab selected, make changes to the document content.
Click Done Editing.

If the document is in review or approval status, you can now close the document. 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 Document 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 readers do not receive notification unless you post the change summary to the discussion board and add reviewers and readers as notification recipients.
If the document 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 of the document (see Doing a Periodic Review and Creating a New Version) and either set it as approved (see Setting a Document as Approved) or send it through the standard review and approval process (see Submitting a Document for Review or Submitting a Document for Approval).

(Optional) The Send Email Notification to Approvers option is selected by default. Click to clear the check box if you don't want email notifications sent to approvers.
Click Save, and then, in the Results window, click OK.

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

Close the document.

Change Document Properties

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

Find and open the document you want to change (see Finding and Opening a Document for help), and then click the Properties Wizard tab.

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

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

Note: If you click View Document before closing the document, you'll see an alert asking if you want to refresh the document, and thus refresh the fields of any inserted properties you may have just changed, before viewing it.

Edit a Questionnaire

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

Draft, Collaboration, Review, or Approval

As a document control administrator (DCA), 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 Creating a 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 Finding and Opening a Document for help).
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 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 reader 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 DCAs 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 above mentioned questionnaire reports can generate these reports and see questionnaire results. This includes the document owner, any document control administrator (DCA) 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 DCAs.

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 review, 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 Document Discussions).

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

(Optional) The Send Email Notification to Approvers option is selected by default. Click to clear the check box if you don't want email notifications sent to approvers.
Click Save, and then, in the Results window, click OK.
Close the document.