Publishing a document
Once a document is at the PUBLISHING phase, sign-off is complete and the document cannot return to an earlier phase. If an unforeseen update is needed, you can publish the document and then start an off-cycle review. See Starting an off-cycle review.
Publishing tasks may include tasks for communications or updating cross references. See Managing cross references.
Publishing includes identifying how you want to make the document available. Follow these steps:
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Access the document. See Finding and managing documents.
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From the document's Review Cycle tab, take ownership of a publishing task, complete the task, and select Mark Complete. When all publishing tasks are complete in the document's Review Cycle, the Publish Document tab is available.
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From the document's Publish Document tab, select where to Publish to:
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System Portal: The document will be available through the Policy Portal. See Using the Policy Portal.
Optionally, in Campaign launch, select Yes to have your target audience included in a Policy Deploy campaign (which can include an attestation form, duration of the campaign, and email notifications). See Using Policy Deploy. You will see either message:
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A campaign in Policy Deploy exists for this document and will be launched according to the launch date and time displays.
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Campaigns created after publishing must be configured in Policy Deploy before they take effect and you will need to set up the campaign in Policy Deploy.
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In-house Portal: Select
download to download the published version of the document to Word or PDF to load in your organization's portal. -
As-link: The system provides a URL link to a browser tab with the document to provide to your organization's users, as needed. The link can be configured to enforce a log on or SSO to view the document. The URL is valid indefinitely and will always point to the most recently published version of the document until the document is archived.
Once the publishing is complete, go to the document's General Info and select the document link
to copy the document's URL.
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Optionally, select who to Send Notifications to:
- Target Audience (if the document is not publicly accessible): A configurable email notification is sent to every member of the document's target audience. A message like the following displays if the document is public: Cannot notify target audience because document is public.
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Custom Email List: You can enter email addresses or import a file of emails:
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Enter email addresses in the textbox separated by commas. To save the email list, select Save email list. The list may be saved for later reuse by any document.
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Select Import file to pull in a list of emails that are comma separated.
If you use Policy Deploy, select Campaign launch as Yes or Policy Deploy to launch a campaign for users. See Using Policy Deploy.
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Select the Save button in the upper right corner.
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When all the information is complete, select the Publish button in the upper left corner.
