Edit a published document and see earlier revisions

How you change a published document depends on the module. In a module with revisions, click the big pen in the view-mode button bar: this starts a new revision that goes through the workflow again, and earlier revisions stay available in the info panel (i). In a module without revisions, there is no big pen; instead a small pencil next to the fields you may change lets you change a field directly, one at a time. Whether a module uses revisions is your company’s own setup, so modules such as Avvik or Styrende dokumenter (your company’s own module names) may behave differently.

Before you start

You need the Edit right on the module’s row. Your user administrator sets this per module; see Workflow steps, statuses, receivers and notifications.
For a new revision, the module uses revisions, and the document is not archived.
Nobody else may already have a newer revision of the document in progress.

Steps: start a new revision (modules with revisions)

Open the published document.
Click the big pen in the view-mode button bar. A new revision is created and opens in edit mode at the first section.
Make your changes.
Send the revision for approval as you would a new document: click the paper-plane button (Send for approval), choose the receiver and click Send. See Create a document and send it for approval.

The published version stays visible to everyone until the new revision is published.

Steps: change a field (modules without revisions)

Open the published document.
Click the small pencil next to the field you want to change.
Change the value, then click the floppy disk next to the label to save it, or the red cross to cancel. One field is saved at a time; no new revision is made.

Saving a change this way needs the Approve right on the module’s row, or the Admin level on the Super area row.

Steps: see earlier revisions

Open the document.
Click the info icon (i) at the left of the view-mode button bar.
Under Revisions, click a revision. It opens in a new browser tab. The newest revision is first in the list, and the original document is the last line.

What you should see

A new revision goes through the same steps, receivers and e-mails as a new document. When it is approved on the last section, it is published, everyone who subscribes gets an e-mail, and the info panel lists it under Revisions together with the earlier ones.

Good to know

Revision in progress. If someone else already has a newer revision in progress or waiting for approval, the big pen is still shown, but clicking it shows a message with their name instead of edit mode. Wait until their revision is published, or contact them.

No pen and no pencils. For the big pen you need the Edit right on the module’s row. The small pencils are shown per section, to users with the Admin level on the Super area row and to users set up in the module’s workflow as possible receivers of that section’s step, of the next step or of a later step; fields that make other rows of the form appear or disappear have none. To save a change with the small pencil you need the Approve right on the module’s row, or the Admin level on the Super area row. Ask your user administrator.

Deleting a revision. While the new revision is at its first section, the trash button deletes only that revision, not the whole document; its tooltip then says “Delete revision”. See Delete or archive a document.

Attachments. Files from earlier revisions are carried along and marked as coming from a revision in the document’s attachment list.

Next step

Create a document and send it for approval