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Doing a Periodic Review and Creating a New Version

When you, as a document owner, create a document, you have the opportunity to indicate how often you want to be reminded to review the document and see if it needs updating (see Step 1: Settings). If you set a periodic review date, either relative to the approval date or on a specific date, you'll receive a task notification email and a task in MY TASKS as the review due date approaches.

To start a periodic review, do one of the following:

Open the task notification email, and then click the document link.

Click MY TASKS, and then, in the Periodic Review area, click the document title.

Find and open the document using the I Own option under My Documents (see Finding a Document You Are Assigned to Own, Proxy Author, Write, Review, Approve, or Read for details.)

Review the document, and then take one of the following actions:

If the document needs to be revised, click Create New Version to make a copy of the approved document and place it in draft status. Make updates, and then move the new version of the document through the review and approval process as you normally would. Once the new version is approved, the previously approved version is archived.

If the document does not need to be revised, click Options, and then click No Revision Necessary.

A discussion window appears for you to explain why you are resetting the review interval without making changes. Complete the discussion form (see Working with Document Discussions for details), click Save, and then click OK.

If the document is obsolete (needs no revision and will no longer be used), click Options, and then click Archive.

A discussion window appears for you to explain why you are archiving the document. Complete the discussion form (see Working with Document Discussions for details), click Save, and then click OK.