Publishing Documents
Create a controlled document: upload a PDF, set due dates, assign groups, and publish v1.0
Who this applies to
Admins publishing a new policy or other controlled PDF.
Required permissions
- Admin role
- Document Store visible (Guides enabled for the tenant)
Steps
Open Document Store
Go to Admin → Document Store and click New document. The wizard is Document → Rules → Assign & publish.
Document
- Name — required (for example Fire Safety Policy)
- PDF — required. Only PDF files
- Document type — Policy, Procedure, Guidance, Form, Other, or click + Add to create a type. Caption: how this document is filed in Document Store
The wizard states First publish will be v1.0. You cannot type a document number here — that is created on publish.
Rules
- Mandatory — treat as required training (leave unticked for optional)
- Complete / acknowledge by — dashboard due date and reminder emails. Choose Days from assignment (for example 30) or a fixed date
- Re-acknowledge every — days until people must sign again (365 in the default example)
Assign & publish
Under Assign to groups, tick who must read this after you publish. You can change this later. The summary repeats title, v1.0, type, optional or mandatory, due window, re-acknowledge cycle, and how many groups.
Click Publish v1.0. Learners in those groups see the PDF on Catalog → Documents.
Default acknowledgement wording
New documents use: “I confirm I have read and understood this document”. Change it later under Manage → Acknowledgement.
Drafts
If a document is still draft, open it from Document Store and use Finish & publish to attach the PDF and publish v1.0.
After publish
Open the document to see outstanding vs acknowledged, update the PDF, change type or groups, or retire it. See Versions & Acknowledgements.