Ensuring your documents reach the right team members is key to keeping your team aligned and informed. Here’s everything you need to know about updating and Publishing documents in Waybook.
Drafting and Publishing Documents
When you create a new Document, it starts in draft mode, meaning it’s only visible to editors and remains hidden from read-only members.
You can filter Draft Documents using the right-hand menu, and they will stay hidden until Published. The same applies to any unpublished changes—they won’t be visible to read-only members until you publish the latest version.
Once you’re ready to share, simply Publish the Document to ensure your team has access to the latest information.
Managing Document Access
When you update a Document and are ready to share the latest version, you’ll need to Publish it in Waybook. Here’s how to ensure a smooth update:
Provide Context – If relevant, include insights on why the Document was created or updated to help your team understand its purpose.
Review Access – Toggle into Groups to check who will have access once Published, ensuring the right team members can see it.
Set Permissions – Confirm that the correct access levels are assigned before Publishing.
Publish the Update – Click “Publish Change” to make the document live.
Any changes made to a Document will remain unpublished until you actively set them live. If there are unpublished changes, you’ll see an orange warning next to the document as a reminder.
When finalizing updates, you’ll be asked to classify them as Minor or Major changes before publishing.
Minor Change
Use this option for small updates, such as correcting typos or minor edits.
This will not reset progress on the document.
The update is published without notifying members who are required to complete the document.
Major Change
Use this when making significant updates that require members to review.
Members who are required to complete the document will receive an email notification prompting them to check the changes.
Progress on the document will be reset, requiring members to complete the updated steps.
By following these steps, you can ensure your documents are always up-to-date and accessible to the right people. 🚀