Reviewing & Replacing Documents

Folio has 2 options for replacing a Document with a new version, the Document Review process and the Replace Feature.

Document Review

Documents such as policies and procedures may need to be reviewed at a regular frequency, such as annually or every two years. The Document Review feature automatically reminds the Person Responsible for the Document that it is due for review. It will notify them when a review is overdue and can escalate overdue reviews. A Document Review could result in a new version of a Document being published or the current version of the document being reviewed and retained with no changes.

Folio supports the Document Review process with the following features:

• Documents can be reviewed by their Persons Responsible.
• Document Reviews will have a due date and can recur automatically at a regular frequency such as annually or every half year.
• The Persons Responsible will be notified in the Daily Digest before the review is due, when it is due and overdue. Overdue Document Reviews will also be escalated to a person’s default escalation or a designated escalation path.
• A new version of a Document can be created as a draft (while the current version is active) and used in the review process.
• The new version of the document can be published or the current version may be retained.
• Every completed Document Review will be recorded in the Versions tab of the Document record.

Replace Feature

The Replace feature enables users with edit rights to replace a Document with a new version ad hoc. 

When using the Replace feature a user can either save the document as a draft if the document is not ready or need collaboration before replacing or can directly replace the new version of the Document. On replacing a record of the new version is recorded on the Versions tab of the Document.

Completing a Document Review

Once Document Reviews have been assigned to users and these users now need to complete their Document Reviews when they are due. When a Document review is completed the following happens:

1. A Document is replaced with a new version: The Document is reviewed by the person responsible and they either replace it with a new version or they retain the current version. When the Document is replaced with a new version all the Document shares automatically update with the new version of the Document.
2. Version Number is updated:  The Document Version Number is incremented or if the current version is retained, the version number stays the same.
3. Versions tab: The Versions tab will be automatically updated with details of the Document Review.
4. Notes:  The Notes will be captured from when the Document is a Draft. When the Document is replaced by a new version all its notes will also become inactive and can be found on the snapshot of that inactive version. 

Who can complete a Document Review

It is the responsibility of the Person Responsible to complete a Document Review, only they can do this. If there is more than one Person Responsible for the Document any one of them can complete the Document Review.

Completing a Document Review

A person responsible will need to do the following to complete a Document Review:

1. You can get to the Document Review in the following ways:

• • • From the Daily Digest Email
    • From your To Do List

• •  

• • • From the Versions tab of the Document itself.

2. Click on the Status button or the Document Review link in the Daily Digest. You will be taken to the Review Document screen. If there is an existing Draft Document, then the Draft will be displayed to you. If there is no draft then, the current version will be displayed to you.
3. At the top of the Review Document screen you will see a blue box with the following:

1. 1. Document Details: The Key and the Title of the Document that is being reviewed.
   2. Created By and Last Updated By: These fields provide us with details of who created the Document and when and who last updated the Document and when. Please Note that if you are viewing a draft these details will be Created By and Last Updated By details for the Draft and not the Original Document.
   3. Document Reviews that will be updated: This field tells us the Document Reviews that will be completed when this Review is completed. Typically there should be only one review but if there are overdue reviews and multiple reviews available for completion they will all be completed in one go when this review is completed. A review is available to be completed when it reaches the Available for Review Date set in Document Default.

4. Depending on the type of Document you are reviewing you can do the following:

1. 1. Uploaded Documents: Replace the Document Attachment with a new Document or don’t do anything to retain the current Document Attachment.
   2. URL Document: Replace the URL with a new URL or don’t do anything to retain the current URL
   3. Composed Document: Click on the Content to edit it or don’t do anything to retain the current content.

5. Version: If you are managing Document Version Numbers in Folio, then the built-in Version field will automatically increment by 1 with each Document Review. For e.g. If the current Document Version is 1.00 then the Version field will display 2.00 when the document is being reviewed.
   • If this Document Review is a minor version, you can set the minor version number after the decimal point. For e.g. The new Document version could be a minor version, 1.20.
   • If the current Document has been retained as part of the review, you can retain the current version number. You must update the Version field back to the current version number.

        

6. Author: Update the Author field with the Author of the new Document Version. This is a free text field that will let you type in the Author’s name.
7. Version Create Date: Update the Version Create Date with the Create Date of the new Document Version
8. Updates: This field captures the key updates in the new Document Version.
9. Other fields: Complete any other optional or mandatory fields that may be on the Document Layout.
10. Save Draft: Folio provides the option to save as a Draft, to do this click on the Save Draft button at the bottom of the screen. Other Users  with edit rights will see the draft and can edit it.
11. Replace Current Version: When a Person Responsible for the Document clicks the Replace Current Version button, the new Document will immediately replace the current version and all overdue Document Reviews and available Document Reviews will be completed.

Replacing a Document

Any user with Document Edit rights can replace a Document with a new version ad hoc.

1. You will need to click on the Replace button at the top of the Document Details tab.

2. You will be taken to the Replace Document screen. If there is an existing Draft Document, then the Draft will be displayed to you. If there is no draft then, the current version will be displayed to you.
3. At the top of the Replace Document screen, you will see a blue box with the following details:

1. 1. Document Details: Key and Title of the Document
   2. Created By and Last Updated By:These fields provide us with details of who created the Document and when and who last updated the Document and when. Please Note that if you are viewing a draft these details will be Created By and Last Updated By details for the Draft and not the Original Document.

4. You will be able to edit all available fields on the Replace Document screen and depending on the type of document you are replacing you must do following:

• Upload Documents: Click on the Upload Document button to replace the Document Attachment with a new document.

• URL Document: Enter the new URL.

• Composed Document: Click on the Content to edit the document content. You will also be able to edit the Header Image & Footer of the document if required.

5. Version:  If you are managing Document Version Numbers in Folio, then the built-in Version field will automatically increment by 1 each time a Document is replaced.. For e.g. If the current Document Version is 1.00 then the Version field will display 2.00 when the document is being replaced. If the Document is being replaced with a minor version, you can set the minor version number after the decimal point. For e.g. The new Document version could be a minor version, 1.20.

You cannot retain the current version with the Replace feature.

6. Author: Update the built-in Author field with the Author of the new Document Version. This is a free text field that will let you type in the Author’s name.
7. Version Create Date: Update the built-in Version Create Date with the Create Date of the new Document Version
8. Updates: This field captures the key updates in the new Document Version.
9. Other fields: Complete any other optional or mandatory fields that may be on the Document Layout.
10. Save Draft: Folio provides the option to save as a Draft, to do this click on the Save Draft button at the bottom of the screen. Other Users  with edit rights will see the draft and can edit it.
11. Replace Current Version: When a user with document create/update rights or a Person Responsible for the Document clicks the Replace Current Version button, the new Document will immediately replace the current version and a new version will be created and visible on the Versions tab of the Document.
12. Notes: The notes of the published draft document on replacing are also carried and are visible on the latest active version of the document under Notes widget. The old notes are removed from the latest version and they can be found on the snapshot of the previous inactive version of the document where they were added originally.