CalmCompliance
Documents

Creating Editor Documents

Why Editor Documents

Editor documents let you create policies, procedures, and guides directly in CalmCompliance—no Word, Google Docs, or PDF conversion needed. Unlike uploading a finished PDF, editor documents start as drafts so you can write, collaborate in real-time, and refine before publishing. Use editor documents when you're writing from scratch, need easy editing and version control, or want searchable web-friendly content. Use uploaded PDFs when you already have a finished file or need to preserve exact formatting from another source.

How to Create an Editor Document

  1. Go to Documents from the main menu

  2. Click Add Document in the top right

  3. Select Editor Document (the default option)

  4. Fill in the details:

    • Document Name (required): A clear, descriptive title

    • Description (optional): What the document covers

    • Category (optional): To organize the document

    • Tags (optional): For filtering and search

  5. Optionally set Approval Workflow or Review Schedule if governance is needed

  6. Click Create Document

The editor opens immediately and your document is saved as a draft. Type / anywhere to open the quick-insert menu for headings, lists, tables, images, and more. Your work auto-saves every few seconds.

How to Publish Your Document

  1. Open your draft and review the content

  2. Click Publish Draft (in the document actions or banner)

  3. In the Publish Draft Version wizard, enter the starting version numbers in the First Version section (Major and Minor)

  4. Add a Change Description (e.g. "Initial publication of fire safety policy")

  5. Click Publish Now

If an approval workflow is assigned, publishing triggers that process. Otherwise the document publishes immediately and becomes visible to users with access.

How to Edit a Published Document

  1. Open the published document

  2. Click Create Draft Version or Edit (this creates a new draft from the current version)

  3. Make your changes in the editor

  4. Click Publish Draft when ready, choose minor or major version, add a change description, and publish

The published version stays live until you publish the new draft. Users continue to see the current version while you work.

Before You Start

You need the Manager role for the Documents module. If you can't access this feature, ask your site administrator to update your permissions in Settings > User Management > Edit Access.

Common Questions

Can I convert a PDF to an editor document? Not automatically. Copy the content from the PDF and paste it into a new editor document. For documents you'll update often, converting once is worthwhile.

Can I export as PDF? Yes. Use your browser's print function and choose "Save as PDF" to get a snapshot of the current version.

What if I lose connection while editing? Changes save locally and sync when your connection returns. You'll see a "Reconnecting..." indicator if the connection drops.

Can I control who edits vs. views?Member can view published documents; Manager can create, edit, and publish; Admin has full control. Only users with editing rights can see and edit drafts.

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