After the last QA signature a document waits in Approved Not Published. Publishing it makes that version the one in effect.

Before you start

  • The document is in Approved Not Published, and its version is a whole number, for example 1.0.
  • You are named on the document (as an author, reviewer, approver or QA), or you are an Administrator.

Steps

  1. Open the document from Document Control › Documents. The status button shows Approved Not Published.

    Step 1. The Approved Not Published status button at the top of the document page, next to the Download and Print buttons

  2. If the status button is greyed out, select Download first. Its tooltip then reads "You must open or download this version of the document before you can sign it."

  3. Select the status button. The form Escalate status to Published opens. It does not ask for your password.

  4. Leave Publish Now switched on. Under Role, choose the role you publish in, for example Authors. Type a Remark if you want one, then select Save.

    Step 4. The Escalate status to Published form with a remark, Publish Now switched on, Role set to Authors, and the Cancel and Save buttons

Result

Complere shows "Document status changed to Published". The status button now reads Published, the version stays 1.0, and the Versions tab lists that version as Published.

The Published status button at the top of the document page

Next: to change a published document, start a new version — see Start a new version of a document (Force Review).

What gets recorded

Each entry appears on the document's Audit Trail tab.

What the audit trail records

  1. You published the document.

    Action Type
    Published
    Username
    Your username
    Date Created
    Date and time of the action
    Activity
    Names your role and the move, for example "The document has been published by the Authors and its status has been updated from Approved Not Published to Published", followed by your remark.

If something is different

The status button is greyed out.

Select Download, then try again. If it stays greyed out, read its tooltip and see I can't sign a document.

You switched Publish Now off.

The form then shows a Publication Date field. Switch Publish Now back on to publish now.