How to Publish a New Release of a Guide

After completing your edits, click on the View Draft button.

The drop-down in the upper-left of the page will read DRAFT.

The drop-down arrow will expand to display all of the published releases of the guide.

Click on the Create Release button in the upper-right of the page.

The Create Release window will open when the page refreshes.

Select either Major Version or Minor Version to identify the version type for this new release.

Major Versions are typically categorized as document releases that contain major changes to steps (procedures) or the addition or editing of data capture forms.

Minor Versions are typically categorized as document releases that contain only small changes to the document, like grammar, punctuation, or spelling.

Guides can have different Approval Processes assigned to Major and Minor versions.

Alternatively, a single Approval Process can be assigned for one version type with no process assigned for the other. With this scenario, Authors have the ability to publish the guide without it first going through an Approval Process.

If auto-numbering is enabled on your site, a version number will populate when you select the Version Type.

Major Versions increase the version to the next whole integer.

Ex: 1.0, 2.0, 3.0

Minor Versions increase the version to the next decimal.

Ex: 1.1, 1.2, 1.3

A Release Title can be set for the new release version of the guide.

The use of a Release Title replaces the release version number in the Version History.

In the Release Notes field, record the change(s) that will be published in the new release.

Once the new release is published, site users can view the Release Notes on the guide.

To immediately publish your release, be sure the Publish drop-down field is set on Immediately.

Click on the Publish button.

Once the page refreshes to guide view, the release date updates.

If published immediately, the current date shows in the upper-left of the page.

To immediately publish a release that has an Approval Process, click the Request Approval button in the lower-right corner, beneath the Release Notes field.

The release status will now be Awaiting Approval.

To schedule a future Publish date and time, click in the Publish drop-down field.

If you do not adjust this field, the new release will be published immediately (or immediately after it clears any Approval Process assigned).

Select on a specific date

Click in the date field in the lower-right of the page.

Type in the publish date for the new release, or you can select it from the calendar.

To publish after a specified number of days, select after a number of days.

Type in the number of days between the day the release is approved and the day the release is published.

The selected number of days will only start "counting down" once the release has been approved; the release will be unpublished until then.

When it is part of a course, users can immediately train on the new release.

Click on the Request Approval button when all of the fields are complete.

Once the page refreshes to guide view, the release date updates.

When the release of a guide is scheduled to publish on a specific date, the status of the release displays as AWAITING APPROVAL or APPROVED, if approved.

If the guide has been assigned an Approval Process, click the Request Approval button in the lower-right corner, beneath the Release Notes field.

The release status will now be Awaiting Approval.

Click the checkbox at the bottom of the release screen to enable or disable email notifications.

When this feature is enabled, publishing a new release will send an email to all users with viewing permission.

For guides with Public visibility, this will notify all users.

For Private guides, this includes all admins, or users that have individual or team permission to view a guide.

Details about the new publication appear in the email.

The publication email will not send until the release is successfully approved.

The email is subject to both version control and release schedules.