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Understanding revision behaviour and post-publish corrections
Who is this article for?
Administrators responsible for managing documents.
Administration permissions are required.
Revision control is a core compliance feature. Once a document is approved and published, any changes require a new revision to maintain an accurate audit trail.
This article explains why this behavior exists and what steps you can take if you need to correct an error after publishing.
1. Revision behaviour
After approval and publication, a document revision is locked to maintain compliance and audit integrity. Editing creates a new revision automatically.
This ensures approved content cannot be changed without trace, and all modifications are fully auditable.
2. Restricting access to mispublished documents
To restrict access to any incorrectly published document:
- Navigate to the Documents module.
- Open the affected document.
- Click Properties.
- Go to the Security tab.
- Remove all user groups and individual users from the permissions list.
Ensure there are no roles such as Viewer or Approver remaining. - Click Save Changes.
Once you've restricted access, we recommend:
reuploading the correct document under the same revision if the document was never distributed
initiate a new edit cycle to create a new revision if the document has been used or if your policy mandates a new revision
3. Correcting errors
If you discover an error after publishing:
- Start a new edit cycle from the document’s Properties page.
- Make the necessary corrections.
- Complete the approval workflow for the new revision.
- Publish the updated revision.
This process ensures compliance and maintains a complete audit trail.
Pre‑publish checks
Use a brief checklist (formatting, numbering, references) before the final publish to reduce immediate post‑publish corrections.Workflow discipline
Ensure your review and approval workflows are consistently followed so content is thoroughly validated before publishing.