You are here: User Topics by Subject > Using Optional Advanced Features > Working with Localization Workflow > Creating a New Version of a Master Document

Creating a New Version of a Master Document

To create a new version of a master document, it must have already been approved and be in the pending or published status.

Open the approved master document, and then do one of the following:

If the document is in published status, click Create New Version, and then click Yes.

If the document is in pending status, click Options, click Create New Version, and then click Yes.

A new version of the document opens in draft status with the Properties Wizard tab displayed.

(Optional) Make any needed changes in the Settings, Departments & Categories, Writers, Reviewers, Approvers, Readers, and Security steps of the Properties Wizard.

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

Click the Localization Workflow step.

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. We highly recommend that you include in the instructions a detailed description of the changes made in the new version of the master document.

Add or delete a localized copy (see Adding or Deleting 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).

To make content changes, do one of the following:

If the master document is a Word, Excel, or rich text document, click the Edit Document tab, and then make the needed changes.
If the master document is an uploaded file, 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 PolicyTech, 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 PolicyTech.
If the uploaded file type has not been enabled in PolicyTech, 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 PolicyTech document with the Edit Document tab selected, click Import/Overwrite, and then upload the updated document to replace the previous version.

Important: The contents of the new versions of the localized copies created from this new version of the master document will initially be the same as the new version of the master document. However, each localized copy owner can choose to replace these contents with those of the localized copy's previous version. This functionality is especially useful for when localized copies have been translated. A localized copy owner can restore the previously translated contents and then make the same changes in the translation as were made in the new version of the master document rather than having to retranslate the entire document.

(Optional) Change or add a questionnaire (see Changing a Questionnaire or Creating a Questionnaire). For details on how changing or adding a questionnaire in a master document affects its localized copies, see Changing a Questionnaire in a Master Document.
"(Optional) Add or update links and attachments (see Attaching Files and Adding Reference Links.
Submit the document for review or approval (see Submitting a Document for Review or Submitting a Document for Approval).