A snapshot is a stored copy of a document in a specific state. Whenever a Microsoft® Word or Excel® document goes through a significant change (see table below), PolicyTech makes a copy of the document as it exists immediately before that change takes place.
There are two types of snapshots—document (content) and properties. The type of snapshot PolicyTech takes depends on the change. The table below lists all changes that trigger a snapshot, along with the types of snapshots taken. Snapshot types followed by an asterisk (*) are deleted once the document is approved.
|
Snapshot Trigger |
Snapshot Type |
|---|---|
|
The document owner submits draft document to one of the following statuses: collaboration, review, approval. |
Document* |
|
All assigned writers finish writing the document, thus sending the document from collaboration back to draft. |
Document* |
|
A reviewer or approver revises or declines a document, thus sending it back to draft. |
Document* |
|
All assigned approvers accept the document, thus moving it to pending or published status. |
Document and properties |
|
A document control administrator (DCA) sets an unapproved document as approved. |
Document and properties |
|
A DCA edits an unapproved document in its current state and then takes an action that moves the document to a different state. For example, after editing a document in review, a DCA submits the document for approval or sets the document as approved. |
Document and properties |
|
A DCA edits in its current state an approved document's content. |
Document |
|
A DCA edits in its current state an approved document's properties. |
Properties |
|
A document owner or DCA archives a document. |
Properties |
* The snapshot is deleted once the document is approved.