Understand draft, published, and versioned content

Before you begin

A draft is working content. A published version is the content you can assign for review. Keeping those states separate helps employees receive the version your company intended and keeps acknowledgement records meaningful when wording changes.

When this guide helps

• A document is missing from the assignment wizard
• Published content needs revision

Follow these steps

1. Check the document Status in the Documents grid.
2. Publish the approved version before attempting to assign it.
3. Move published content to draft when further editing is required.
4. Publish the revised version when it is ready for future assignments.

Check the result and follow up

Before editing a published document, check which version employees have already received. Keep a clear description of the changes in your company review process, especially when the new wording changes what people must do.

After publishing a revision, review the intended audience and existing assignments. An earlier acknowledgement belongs to the version that was assigned; it does not establish that the employee has reviewed the revision. Check the version in the new assignment rather than assuming an update has reached everyone.

If you cannot find a document while assigning it, return to Documents and confirm that the intended version is published. Employees should review the version shown in their assigned document viewer. Ask a Company Admin to investigate if the title or version does not match the expected assignment.