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.
Updated