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Designating a Document to Be Replaced

Important: This option is not intended for creating a new version of an existing document—it is for replacing one or more existing documents with an entirely new and different document. If you need to create a new version of an existing document, see Doing a Periodic Review and Creating a New Version.

If you're creating a document that will completely replace one or more other documents, you can designate the documents to be replaced. Then, when the document is approved, the designated documents will automatically be archived.

Start creating or open the document that will replace one or more other documents.
Click Options, and then click Replace Documents.

In the Site list, click a site containing at least one of the documents you want to replace.

In the Select By list, click the way you want to find the documents to be replaced.

The list below the Select By list changes, depending on the Select By option you choose. Do one of the following:

If the Select By setting is currently Title or Reference #, type the text you want to find. As you type, a list of documents matching the search text is displayed. Click a document to add it to the Selected Documents box.

If the Select By setting is any other option, in the list below Select By, find and click an item. For example, if you chose Department for Select By, in the Department list you would click a department.

Then, in the document list, click one or more documents to add them to Selected Documents box.

Notes:

To narrow a long list of documents, you can add one or more filters. See Adding Simple Filters to a Document List or Adding an Advanced Filter to a Document List for details.
To remove a document from the Selected Documents box, double-click the document title, or click it and then click .

Once you have the document or documents you want to replace listed in the Selected Documents box, click Save.