Publish single item (manage changes)
There are three key steps in the release management workflow. You must complete all the steps to publish your item.
Start editing
Once you start adding new content or updating existing content, you will automatically create a draft version of your selected policy/process/document/role. Before you start editing, you have the option to write a summary of what you intend to change.
Even if you are adding a new piece of content, it will be in a draft state until an administrator approves it. This could be you or a different administrator.
You can tell a piece of content is in a draft state when it is labelled ‘Draft’.
Content view
List view
Tip
To avoid confusion and speed up the approval process, make all your planned changes when you are in the draft stage.
If you start updating existing content, the system will automatically create a draft duplicate of the policy.
Important
The content will remain duplicated until you finalise publication, at which point the older version will disappear and will be replaced by the new version. Before this point, do not attempt manually delete the older published version.
Approve
The approval stage provides you (and all other administrators in your organisation) the opportunity to review the content before it is published.
An item that is in this stage will be labelled ‘Awaiting Approval’.
Content view
List view
Publish
In this final stage, you (and any other administrators) have the opportunity to make final revisions before you publish your content.
An item that is in this stage will be labelled ‘Ready to Publish’.
Content view
List view
Field | Description |
|---|---|
Label this release | The official name of this release. |
Release notes | Details about what updates you have made. |
Post a news item about this when the items are published | If selected, you can post a news item on the Home tab to notify users about your content changes. |
News item title | Title of the news item that will appear in the Home tab. |
News message | The message that appears under the news item title. |
Include link in release summary | If selected, this option will allow you to include a link to the release notes for the item. |
Email all users when this News Item is published | If selected, all QMS users in your organisation (provided they have activated their account) will receive an email notification about the release at 5:30am AEDT/AEST the following day. |
Click Publish to officially release the item as the latest version. It will be marked as ‘Published’. All web app users in your organisation will now be able to see this new version.
Each new version is numbered consecutively depending on how many previous versions have been published. For example, if you have added and approved a policy for the first time, it will be labelled v.1 (version 1). If you update it again it will be v.2 and so on.
View all releases
Notes type | Description |
|---|---|
Release notes | The official overview of all changes and updates. If you have made multiple changes in one release (e.g. you published new versions of multiple policies) this will be an overview of the various changes you made to all items. |
Change details | A summary of the changes that you have made to the specific policy, process or document. |
Release notes
Change details
