Documents · Daily operations · 6 min read

Edit details, add versions and archive a document

Correct a document's details, publish a new version, read the history and archive or restore a file.

Before you begin

You need dms.manage. Only files uploaded to the library can be edited. A file kept by another module (an employee passport, an order attachment) opens read-only with the policy 'Kept by its module'; change it in its own module.

Edit the details

1. Open Documents > Library, click the row and then Open document.
2. Click Edit.
3. Change the fields you need: Name, Document type, Sensitivity, Folder, Tags (comma separated), Document date, Expires and Description (up to 2,000 characters).
4. Click Save. The message is 'Saved.'. Click Discard to drop your changes.

Changing the type changes the retention policy and the date the file becomes eligible for disposal. Changing the expiry changes the Expiring or Expired chip. Moving a file to a restricted folder hides it from people without that folder's permission.

If someone else saved first, you get 'This record changed. Reload it before saving.' Reload and repeat your change. An empty Name keeps the old name without an error.

Publish a new version

1. Open the document and click New version.
2. Choose the updated file. It is checked in the same way as an upload and against the document type's kinds and size.
3. Confirm.

The message is 'Version 2 published.'. The chip shows Version 2. On the Versions tab the new version is current and Version 1 is kept with its own size, checksum and uploader. Click View or Download on an older version to read it. The Download button in the action row follows the version being shown.

Read the history

The History tab lists every library event with user and Dubai time: file uploaded, file updated (with before and after of the changed values), hold placed or lifted, version published, disposal proposed and approved.

Archive and restore

1. Open the document and choose More > Archive. The message is 'Archived.'. The file leaves the All tab.
2. To bring it back choose More > Restore from archive.

Archiving does not delete anything; it only hides the file from the main list and the Expiring tab.

Good to know

• Anybody with dms.manage can add a version at any time; there is no check-out lock. The revision check stops two people overwriting each other.
• A disposed file cannot be edited, versioned or archived.
• A document type that has been archived cannot receive new versions; ask an administrator to restore it.
• A legal hold stops disposal but, today, does not stop editing, new versions or archiving. Agree your own rule with the legal team.