After successfully uploading you document you will see them displayed on the document overview within that folder.
It is rare that once a document is uploaded that it will remain current or not requiring adjustments as legislation, processes or procedures change.
Amending an existing document
1. Underneath the Actions area click on the ‘Edit’ button for the document that requires changing
2. There are assorted options available to you at the bottom of the page.
Withdrawing & Archiving
On occasions it might be necessary to withdraw a document from your site.
1. Click on the ‘Edit’ button of the document you wish to withdraw
2. Click on the ‘Withdraw’ button at the bottom of the screen.
3. Provide a reason for this document to be withdrawn.
4. Click on the ‘withdraw document’ button.
This will withdraw the document from your active documents, it will still be visible through an individual’s documents page and selecting to view any withdrawn documents in the search drop down areas.
A document can be Reactivated after being withdrawn using the ‘Edit’ button for that document.
1. Navigate to the folder where the withdrawn document is
2. Click on the ‘withdrawn’ option from the search bar
3. Click on the ‘Edit’ button of the document
4. Click on the ‘Reactivate’ button
5. Enter in a reason to reactivate
6. Click on the ‘Reactivate document’ button
Creating a New Document Version
Legislation, Regulations, Policies, Processes, Manuals, Briefings and many more items can change or evolve over time. It is therefore necessary to adapt or change any organisation documentation that you might have to reflect any changes.
This is achieved by using the ‘New Version’ button at the bottom of the document page (accessed from within a specific document).
1. Select the document you wish to update or create a new version of
2. Click on the ‘New version’ button.
3. Confirm the onscreen prompt by clicking on the ‘OK’ button.
4. Follow the same steps as when adding a new document, you can adjust the Type (if enabled), the number, the title and any tags associated with the document (if enabled),
5. Upload the new version of the to be published document
6. Click on the ‘Save’ button.
A new area will now be viewable titled ‘Document Versions’, this will display the previous version by title, who it was created by, when it was created, a tick to show it has been ‘archived’, its version and a tick to denote the current version of this document.
As a new version is created the previous version is automatically withdrawn and archived and the new version becomes the current version. Previous versions are also stored and are viewable via the page icon.
You will see that a new version has been created and at the same time the previous version is archived. The comments box is also populated to denote this change.
Deleting a Document
In a similar way to withdrawing a document you are able to delete a document and completely remove it from your Centrik site.
1. Select the document that you wish to delete from your documents list by clicking on the ‘Edit’ button for that document.
2. Click the ‘Delete’ button.
3. Confirm deleting the document by clicking on the ‘OK’ button via the system prompt
This will delete this document and remove it completely from view, deleted documents cannot be restored.