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Re-publish an archived document

In this article:

Learn how to bring an archived document back into the workflow for republishing.

Archiving takes a document out of the register and ends its workflows. Re-publishing brings it back into the workflow with a new review date, and if you are the Document owner it is approved and published straight away.

To re-publish a document you must have an approval licence and the permissions to Manage Governance register items and Approve documents.

If you are the Document owner, selecting Re-publish republishes and approves the document immediately. If you are not the Document owner, the document will re-enter the workflow and a Manage task will be sent to the assigned Document manager.

Q: What if I'm not the Document owner?

A: Set yourself as the Document owner before selecting Re-publish, then re-set the Document owner back to the appropriate or previous owner afterwards. Otherwise the document will re-enter the workflow and a Manage task will be sent to the assigned Document manager.

Q: Do I need to set a new review date?

A: Yes. Set the document review date to the future date when it will be reviewed again.

Q: Can I add a new version when re-publishing?

A: Yes. Use Add new version and attach a new file or link before selecting Re-publish.


Before you start

Check the following:

  • To re-publish a document you must have an approval licence and the permissions to Manage Governance register items and Approve documents.

Quick steps

  1. From the Documents register, go to the Archived documents tab and click on the document name.
  2. Set the document review date to a future date.
  3. Check the remaining details of the document are still current (Business area, Document manager, assigned meeting, viewing permissions etc). Make any changes.
  4. Select Re-publish.
  1. From the Documents register, go to the Archived documents tab and click on the document name.
  2. Set the document review date to a future date.
  3. Set yourself as the Document owner.
  4. Check the remaining details of the document are still current (Business area, assigned meeting, viewing permissions etc). Make any changes.
  5. Select Re-publish.
  6. Re-set the Document owner back to the appropriate or previous owner.

Steps to re-publish an archived document

  1. Navigate to the Archived documents tab in the Documents register and find the document you want to republish.
  2. Open the item by clicking on the document name.
  3. Set the Document review date to the future date when it will be reviewed again.
  4. Review the details page to ensure the coding is still correct. Things to check are:
    • Document type
    • Viewing permissions
    • Related business area
    • Document owner
    • Related meeting
    • Document manager
  5. View the document by clicking on the preview icon in the View document component.
  6. If you wish to add a new version of the document, use Add new version, attach a new file or link, and choose where the new version goes next:
    • Send new version to the Manage stage: sends the new version to the Document manager to review the changes made.
    • Send new version to the Approval stage: sends the new version straight to approval when it does not require further review, or when you are the Document manager.
  7. If you are the Document owner, click Re-publish and the document will be republished and approved. If you are not the Document owner, the document will re-enter the workflow and a Manage task will be sent to the assigned Document manager.
The preview icon in the View document component

View the document by clicking on the preview icon in the View document component.

The Add new version component showing the Send new version to the Manage stage and Send new version to the Approval stage options

Use Add new version to attach a new file or link, then choose the Manage or Approval stage.