What has changed?
Previously:
You added files one at a time to a document.
As soon as the first file was added, the document turned to OK, and the file became visible to your auditor (if applicable).
The document status remained OK as long as one non-expired file was added.
Now:
You are now prompted to add all relevant files to satisfy the document request and mark it as complete before the document status changes to OK.
Files are saved as drafts until marked complete and are not visible to auditors.
If changes are needed after marking as complete, you can:
Copy and edit your files to a new draft (e.g., add/remove files or update dates).
Start adding new files from scratch.
If more than one file is added and one expires, the document status will change to Needs attention.
Why have we made these changes?
Previously, there was no way to ensure that a document’s status turned OK, only after all required files had been added.
Many evidence requests (e.g., board of directors CVs) require multiple files, so this change ensures the accuracy of the document status and simplifies the process for document owners.
If any file in a multi-file document expires, the document status will change to Needs attention, indicating that you need to review and update the evidence.
What does this mean for the existing files I have uploaded to documents?
All non-expired files in a document are now grouped as the current version satisfying the document request.
Expired files have moved to History and are grouped by upload date.
If only expired files exist, the most recently uploaded file(s) are grouped as your current version. Older files remain in History.
How does this impact documents that just require a single file?
You must now mark the file as complete after uploading it to satisfy the document request.
Once marked complete, the document status will turn to OK, and the document will be visible to your auditor (if applicable).
What will be different for auditors as a result of these changes?
Auditors will only see files after the document is marked as complete.
Any file changes will remain invisible to auditors until the document is re-marked as complete.
I generally upload a new file before an existing file is going to expire. How does this change impact me?
The document status will turn to Needs remediation when the older file expires.
You’ll need to create a new draft with your latest file and mark it as complete.
How were my past documents grouped in the history?
Expired files uploaded on the same date were grouped together.