In this article:
Learn how to return an archived contract to the active Contracts register.
Re-publishing returns an archived contract directly to the register in the Approved state. Use it when an archived contract is still current and needs to be available again. Check its details and set a future review date before re-publishing.
To re-publish a contract you need an Approval licence and the Manage Governance register items permission.
Only the Contract owner can use the Re-publish option. If you are not the Contract owner, set yourself as the Contract owner to activate the option, then re-set the Contract owner to the correct person afterwards.
Q: What if I'm not the Contract owner?
A: Only the Contract owner can use the Re-publish option. Set yourself as the Contract owner to activate it, complete the steps, then re-set the Contract owner to the correct person afterwards.
Q: Do I need to set a new review date?
A: Yes. The contract review date must be a date in the future, being the date when the contract will be reviewed again.
Q: What is the difference between Re-publish and Add new version?
A: Re-publish returns the archived contract to the register in the Approved state. Add new version is used to attach an updated file or link; it does not re-publish the archived contract by itself. Selecting Save alone does not re-publish it either.
Before you start
Check the following:
- You have an Approval licence and the permission Manage Governance register items.
- You are the Contract owner, or you can set yourself as the Contract owner.
Step 1: Open the archived contract
From the Contracts register, go to the Archived contracts tab and click on the contract name to open it.
Navigation path
Select Governance from the left-hand navigation.
Select Contracts to open the Contracts register.
Select the Archived contracts tab.
Select the contract you want to re-publish to open it.
Step 2: Set yourself as Contract owner, if needed
Only the Contract owner can use the Re-publish option. If you are not the Contract owner, set yourself as the Contract owner to activate the option, then re-set the Contract owner to the correct person afterwards (Step 6).
Step 3: Set the review date
Set the contract review date to a future date. The review date must be a date in the future, being the date when the contract will be reviewed again.
Step 4: Check the contract's details
Review the details page to ensure the coding is still correct. Things to check are:
- Contract type
- Related business area
- Related meeting
- Viewing permissions
- Contract owner
- Contract manager
Make any changes needed before you continue.
Step 5: Re-publish the contract
Select Re-publish at the bottom of the details page. This returns the contract directly to the register in the Approved state.
Save and Add new version do not re-publish the archived contract on their own.
Select Re-publish to return the contract to the register. The separate Save button does not re-publish it.
Step 6: Check the re-published contract
Check the contract in the active Contracts register and confirm its status is Approved. Re-publishing does not send it through a Manage or Approve stage.
Re-set the Contract owner to the correct person if you changed it in Step 2.
What happens next
The contract returns to the register
Re-publishing returns the contract from Archived contracts to the active register in the Approved state.
The next review is scheduled
The contract remains active until its next scheduled review date.
To keep going, see: