CalmCompliance gives you control over when document updates go live. Published versions are immediately visible to everyone who can access the document. Draft versions let you prepare updates privately, gather feedback, and refine changes before sharing them with your team.

Think of drafts like working on a document behind the scenes—you can take your time, make revisions, and publish only when you're ready.

Publish a new version directly when:

Published versions immediately become the current version that users see. If the document has an approval workflow, the version is sent for approval before becoming current.

Create a draft version when:

Draft versions are only visible to users with Manager or Admin roles for the Documents module. Regular users continue to see the current published version until you publish the draft.

The draft is saved but doesn't replace the current published version. Only Managers and Admins can see that a draft exists.

While a draft exists:

When your draft is ready to go live:

The draft immediately becomes the current published version. Users who follow the document receive notifications about the update.

Instead of publishing directly, the draft is sent to the designated approvers. The draft remains as a draft until approved, then automatically publishes as the new current version.

Can regular users see drafts?

No, only users with the Manager or Admin role for Documents can see that a draft exists. Regular users (with Member access) continue to see the current published version until the draft is published.

How do I know if a document has a draft?

On the document detail page, Managers and Admins will see a Draft Version indicator showing:

Can I have multiple drafts for one document?

No, you can only have one draft version at a time per document. If you need to make additional changes, you can replace the existing draft by uploading a new draft version, or you can publish the current draft first, then create a new draft.

What happens if I publish a draft but it needs approval?

If the document has an approval workflow assigned, clicking Publish triggers the approval process. The draft is sent to approvers but doesn't immediately become the current version. Once all approvals are complete, the draft automatically publishes.

Can I discard a draft without publishing?

Yes, if you decide not to publish the draft, you can discard it. This removes the draft version and keeps the current published version unchanged.

Do drafts expire?

No, drafts don't expire. They remain until you either publish them or discard them. However, it's good practice not to leave drafts sitting for too long, as it can cause confusion about which version is current.

What if someone else creates a draft while I'm working on one?

Since only one draft can exist at a time, if another Manager/Admin uploads a new draft, it will replace the existing draft. This can cause conflicts, so it's best to coordinate with your team when making updates to important documents.

For minor typos or formatting fixes, publishing directly is usually fine. For significant policy changes, procedural updates, or content that affects compliance, use drafts so you can:

If you create a draft that others need to review, let them know:

This ensures people know to look for the draft indicator on the document.

Don't leave drafts sitting indefinitely. If the draft is finalized and doesn't need further review, publish it. This keeps your document library current and prevents confusion about which version is official.

Here's a typical workflow using drafts for a policy update: