Overview
The Update Settings section helps users manage document updates efficiently by:
✅ Setting an update frequency
✅ Tracking a source link (if used)
✅ Viewing the last updated timestamp
This ensures documents remain current with minimal manual intervention.
Fields in the Update Settings Section
Update Frequency (Mandatory)
Users must select an update frequency:
Ad Hoc (as needed)
Single Use
Monthly
Quarterly
Yearly
Source Link (Optional, Free Text)
Stores a public persistent URL if provided.
Automatically updates with the link displayed above the document body.
Last Updated (Read-Only)
Displays the date and time of the last update (in the user’s time zone).
Shows "Never" if the document is newly added.
Update Button
Saves changes in the Update Settings section.
Does not create a new version unless explicitly updated.
Updating Documents via Persistent URLs
Scenario | What Happens? |
Adding a new document with a persistent URL | ✅ Source Link is set to the entered URL. |
Changing Source Link & selecting “No, update the body” | ✅ The link above the document body updates. |
Changing Source Link & selecting “Yes, proceed” | ✅ The link above the document body updates. |
Changing Source Link & selecting “Cancel” | ✅ Changes are not saved, and the user remains in edit mode. |
Key Notes:
Update Settings is read-only in Approval Requests.
The confirmation modal appears only when changing the Source Link to prevent accidental overwrites.
The Update Button applies only to the Update Settings section.
Update Frequency & Status Filters
Update Frequency Options
Ad Hoc – Updated as needed.
Single Use – No future updates expected.
Monthly, Quarterly, Yearly – Set schedules for regular updates.
How Content Moves Through Statuses:
Seven (7) days before the due date → Content moves to "Soon".
If not updated by the due date → Content moves to "Due".
Status Filters:
Status | Definition |
Recently | Content was updated AFTER the last due date and is NOT within 7 days of its next due date. |
Soon | Content is due for an update within the next 7 days. |
Due | Content is past its scheduled update date. |
Non-Periodic | Content does not follow a fixed update cycle. |
Update Frequency Examples:
Frequency | Last Updated | Next Due Date | Moves to "Soon" | Moves to "Due" | Considered "Recently" Updated? |
Monthly | Jan 15 | Feb 15 | Feb 8 | Feb 15 | ✅ Yes, from Jan 15 – Feb 7 |
Quarterly | Feb 2 | May 2 | Apr 25 | May 2 | ✅ Yes, from Feb 2 – Apr 24 |
Yearly | Jul 10 | Jul 10 (next year) | Jul 3 (next year) | Jul 10 (next year) | ✅ Yes, from Jul 10 – Jul 2 next year |