Versions & Acknowledgements
Major vs minor versions, re-acknowledgement, completions, retire, and Document Control reports
Who this applies to
Admins issuing a new PDF, checking who still needs to sign, or retiring a document.
Required permissions
- Admin for publish, retire, and acknowledgement wording
- Managers can view completions
Open Manage
In Admin → Document Store, open a document. The header shows the title, document number, Live · N outstanding, and version. Sections are Completions, Update, Filing, Due dates, Expiry & renewal, Acknowledgement, and Lifecycle. Use View PDF or Assign from the header.
Major vs minor
On Update, upload the new PDF, fill in What changed, then choose the version type. Versions lists the current file (for example v1.0 Published Current) with View and Download.
| Choice | Next label | Who must sign |
|---|---|---|
| Major | v2.0 from v1.0 | Everyone who had this document must read and confirm again |
| Minor | v1.1 from v1.0 | Only people who have not finished yet get the new file |
Change summary
Required to publish. Learners can see it when a new version is waiting for them.
Completions
Completions splits outstanding and acknowledged. Each row shows the person, required version, and due date. After a major publish you can adjust group assignment again.
Organisation-wide numbers are also on Admin → Reports & Analytics → Document Control. The page is titled Document reports — assigned, compliant, outstanding, latest acknowledgements, ack due, and review due. Click a row to see who has or has not acknowledged that document. That section appears when Guides is enabled.
Acknowledgement wording, due dates, expiry & renewal
- Acknowledgement — the sentence learners tick (default: I confirm I have read and understood this document)
- Due dates — days from assignment or a fixed date. On reports, Ack due is the next acknowledgement deadline.
- Expiry & renewal — re-acknowledge every N days
- Filing — document type, owner, and assigned groups
Lifecycle and reviews
Retire hides the document from new work; you can Reinstate later. Retired items stay out of the default library list unless you filter to retired.
Record review logs a review against the cycle (months). Outcomes are no change, or revision required.