A document holds its name, settings, and history. A revision is one version of its content. Keep the same document when you update a policy so its earlier versions and completions stay together.
Document tabs and settings
A document with signatures off and no signature history opens on Revisions. If it has past signatures, those remain available under Previously assigned on Compliance.
Requires a signature
Requires a signature is on by default.
With signatures off, the document is Available to read. No availability email is sent. Turning signatures off ends current signature assignments and cancels pending requests; completed records remain.
Turning signatures on assigns current group members. The app asks for confirmation before sending eligible automatic group requests. See make documents available to read for the full setup and switching behavior.
What is a revision?
A revision is either a Draft or Published. A draft is work in progress. Publishing makes that version available for requests or reading access.
You can have one open draft per document. Published content cannot be edited in place. Add a new draft when you need to change it.
Every request stays linked to the revision sent. A later update does not rewrite a signed document or its completion record.
Creating a document
Use Documents → Add Document to upload a PDF or Word file, import from Google Drive or OneDrive, or write in ClearPolicy. New file uploads and cloud imports publish on submission; content written in the editor starts as a draft.
See add and publish a document.
Publishing a revision
Publishing makes the revision current. It does not send requests by itself. Send requests after publishing when people need to sign the new version.
For documents available to read, people with group access see the current published file. They do not receive an email when it changes.
Updating content with a new revision
Use Revisions → New Draft, update the content, and publish. Earlier completions remain in history but can become Outdated for current completion tracking.
Publishing does not cancel pending requests for older revisions. Sending a new request for the same person and document cancels their pending requests for older revisions. See update a document.
Downloading a published document
From Revisions, select a published revision and download its PDF. This is the document content. For a person’s completed document and certificate, use completion downloads.
Archive a document
Use Settings → Archive to stop using a document while keeping its history. Archiving cancels open requests, ends current assignments, removes group links, and hides the document from new work and reading access.
Unarchiving makes the document available for new work again. Reassign groups or people and send new requests as needed; canceled requests are not reopened. Last modified on September 26, 2026
