To ensure that your documents can be seen and used by all users, they must be published and reviewed after creation or editing. By looking at the state of a document, you can always see, whether a document is being edited, is in the review process or is active.

When you are done editing your document, click the Request Review button in the upper right corner. A window will open, to start publishing the draft. Under the button, you will also always find the status and version of the document.

You can enter a change note before publication so that other users receive a notification when creating a new report for this document. To do this, enter change notes in the field provided and activate the option Notify about changes before the execution.

If you want to have a document verified through an approval process, select the users or user groups responsible for performing the review and choose Request review. A document version that has gone through an approval process is indicated by a large version jump (e.g., from 1.0 to 2.0).

If you have the appropriate permission, you can also publish documents without explicit further approval. To do this, select the Publish without review option in the review dialog. Such a publication without approval is indicated by a small version jump (e.g., from 1.0 to 1.1). The only exception to this labeling is the very first version of a document, which is always version 1.0, even if it was created by publishing without review.

If you requested a review during publication, it must be approved by a user with the appropriate permissions before the document can be published. This is done by the user reopening the publication dialog and confirming the review by clicking Approve and Publish. The reviewer also has the option to reject the changes; in this case, no new version of the document will be published.

To call up previous versions of a document, go to the document overview and click on previous versions using the three dots under action. A window with the version history will open. There you can view, open and also duplicate all previous versions.

In the system settings, you manage your users, roles and define corresponding permissions for roles. There, you can assign different rights for publish and review of documents for your roles under Documents. This is how you define, which user groups can publish and review documents.

For more information, see this article: How to create a new user or role and assign their rights and functions