Document Publication

The document publication functionality mirrors the map approvals and review process. A document folder exists for each site alongside the map store folder. Documents proceed around the Sandpit, PreLive and Live folders in a similar way to maps. Links from maps to documents are always relative, for example, Sandpit maps link to Sandpit documents and Live maps link to Live documents. The document approval process includes a pre-approval phase, in which a Sandpit document is assessed for suitability before commencing the full approvals process. The pre-approval phase allows informal feedback from stakeholders and is not compulsory ahead of the full approval cycle.

NOTE: Documents may not proceed through the approval process at the same pace as process maps.

The following steps describe Triaster's recommended approach to creating, editing, and approving a document: (see also the Pre-Approval, Approval and Review workflows.)

1. An author develops new content or experimental work within the Draft Documents folder.
2. When the document is essentially complete, the author copies it to the Sandpit Documents folder and tests it alongside associated maps and files.
3. Once development work has finished, the author marks the document as Ready for Pre-Approval. The system sends notification emails to the assigned pre-approvers.
4. Pre-approvers review the document and log in to the Approvals area of Process Library:
• If the document requires modifying, the Pre-Approver selects Rework required. The system sends an email to the author who then edits the document and resubmits it for Pre-Approval.
• If the document requires no further work, the Pre-Approver selects No change required. The system sends an email to the author.

5. The author marks the document as Ready for Approval.
6. Any document in the Sandpit Documents folder marked as Ready for Approval is copied automatically to the Prelive Documents folder.
7. Triaster Server locks the copy of the document in the Sandpit Documents folder against editing (read only) until approval or rework is required.
8. Triaster Server automatically sends out emails alerting the named Approver that the new document requires assessment.
9. The Approver assesses the document and, by logging in to the Approvals area in Triaster Process Library, marks the document as either approved or requiring rework.
10. If a document has been fully approved, Triaster Server automatically:
    • Changes the Approval Status property to Approved.
    • Sends a notification email to the author.
    • Copies the document from the Prelive Documents folder to the Live Documents folder. This will automatically trigger a Live publish. It is then visible to all library users.
    • Copies the document back to the Sandpit site, overwriting the previously locked copy. This is now editable. The Ready for Approval property is set back to No.
    • Triggers the review cycle schedule.
11. If the Approver marks the document as requiring re-work, Triaster Server automatically:
    • Sends a notification email to the author.
    • Copies the document back to the Sandpit Documents folder, overwriting the previously locked copy. This is now editable.
12. When the author has carried out the changes requested by the approver, the author selects Ready for Approval.