About Insert Properties, Date Fields

Location on Insert Properties menu:

Example of an inserted creation date:

Source: A document's creation date is set the first time a draft document is saved, which typically happens the first time the document creator clicks Save, Next Step, or Edit Document in the Properties Wizard. The creation date is specific to a document version and a new date is set each time a new version is first saved.

When it changes: The creation date cannot be changed.

Where to view: The creation date you insert will be the same as the one displayed in the document overview. (Overview > Properties)

Location on Insert Properties menu:

Example of an inserted approval date:

Note: Until a document is approved, this field contains "Not Approved Yet."

Source: A document's approval date is set when the last assigned approver accepts the document after all other approvers have accepted it. Each version of a document has its own approval date.

The approval date will also be set if the document owner or document control administrator sets the document as approved.

When it changes: The approval date for a specific version cannot be changed once it has been set.

Where to view: The approval date you insert will be the same as the one displayed in the document overview. (Overview > Properties)

Location on Insert Properties menu:

Example of an inserted date when the document was last reviewed:

Note: Because the last periodic review date is not set until a document is approved, this field contains "Not Approved Yet" before the document is approved. Also, assigning a periodic review date is optional. If one is not assigned, the inserted field contains "No Review Date."

Source: A document's last periodic review date is set when a document is approved, which means that the last periodic review date is typically the same as the approval date (see Source under "Date Approved" above).

When it changes: The last periodic review date of a published document is reset only if the document owner or document control administrator change the review interval in the Properties Wizard (Properties Wizard > 1. Settings > Optional Settings > Document Review Interval) or by selecting No Revision Necessary (Options > No Revision Necessary).

Where to view: The only place to view the last periodic review date besides the inserted property field is in a published document list with the optional Last Reviewed column activated. (DOCUMENTS > Published or Pending > [any Arrange by item that displays a document list] > Display/Export Options > Show/Hide Columns > Last Reviewed > Close)

Location on Insert Properties menu:

Example of an inserted date when the document will next be reviewed:

Note: Because the next periodic review date is not set until a document is approved, this field contains "Not Approved Yet" before the document is approved. Also, assigning a periodic review date is optional. If one is not assigned, the inserted field contains "No Review Date."

Source: By default, a new document is set to be reviewed one year from the approval date. The document creator can also choose a different review interval as well as a specific initial review date, in which case the next periodic review date will be the specified number of months after the specified initial review date.

When it changes: The next periodic review date of a published document is reset only if the document owner or document control administrator change the review interval in the Properties Wizard (Properties Wizard > 1. Settings > Optional Settings > Document Review Interval) or by selecting No Revision Necessary (Options > No Revision Necessary).

Where to view: The next review date you insert will be the same as the one displayed in the document overview. (Overview > Properties)

Location on Insert Properties menu:

Example of an inserted publication date:

Note: Until a document is published, the inserted field contains "Not Approved Yet."

Source: The publication date is typically the same as the approval date, because, by default, a document is published at the same time it is approved. However, the document creator can set a specific publication date. If the publication date is later than the approval date, the document remains in pending state until the publication date.

When it changes: Each version of a document has its own publication date, which does not change.

Where to view: The publication date you insert will be the same as the one displayed in the document overview. (Overview > Properties)

Location on Insert Properties menu:

Example of an inserted original creation date:

Note: Entering an original creation date is optional. If no date is entered, this inserted field contains "No Date Set."

Source: Original Creation Date is an optional setting in the Properties Wizard and is useful for adding information to imported documents. The creation date for an imported document is set on the day it is imported, while the document was most likely created outside of the PolicyTech™ setting at an earlier date. After the document has been imported, the document owner or document control administrator can indicate when the document was originally created. (Properties Wizard > 1. Settings > Optional Settings > Original Creation Date)

When it changes: The document owner or document control administrator can change the original creation date anytime in any active document.

Where to view: The original creation date you insert will be the same as the one displayed in the document overview. (Overview > Properties)

Location on Insert Properties menu:

Example of an inserted last modified date:

Source: This date is captured whenever a document's contents are changed.

When it changes: The date is updated each time one of the following occurs:

• A document owner, proxy author, or writer makes changes in edit mode.
• A reviewer or approver revises the document.
• A document control administrator edits the document in its current state.

Where to view: The last modified date you insert will be the same as the one displayed for the latest version in the document history.