Which guide do I need?
The Document Management System gives you two ways to publish an uploaded document. Publish Immediately (this article) is the fastest path: the document is issued the moment you finish the creation wizard. Use it for single documents that need no revision history. Upload to Supersede (Article 2) wraps the document in a minimal workflow so you can publish revision 0, then immediately publish revision 1, 2, and so on. It's ideal for backfilling documents that already have a revision history from outside the platform.
Before you start
You need an admin account; only admin users see the New Document button. Have the PDF (or Office/image/text file) you want to publish ready on your computer.
Steps
1. Open the DMS and click "New Document"
When you open the Document Management System you land on the Planned Documents tab. Click + New Document in the top right to launch the six-step creation wizard (Identity, Type, Details, Workflow, Collaborators, Review).
2. Identity: build the Document ID
Use the drop-downs to assemble the document ID from the numbering rules configured for your organization (Project/Org, Dept/System, Document Type, Number). The system checks the ID for conflicts as you build it and shows Available when it's free. Click Continue.
Note: The ID is reserved when the document is created. Auto-numbering also respects IDs already reserved by planned documents, so you can pre-plan IDs safely (see the "Save as planned" note below).
3. Type: choose "Upload" and attach your file
Select Upload to bring in an existing PDF, Office, image, or text file as a controlled document. Attach the file, optionally attach an editable working file (e.g. Word or Excel), and confirm the starting Revision is correct (Rev. 0 by default). Click Continue.
4. Details: fill in additional information
Complete the additional information fields. These fields match what your organization requested in its configuration (e.g. Authored date, Effective Date, Approval Date) and none are required by default, so you can leave them blank and click Continue.
Note: At any point in the wizard you can click Save as planned. The document then appears on the Planned Documents tab (not in Drafts and never in Issued), and you can open it later to continue exactly where you left off. This is how you pre-plan and reserve document IDs.
5. Workflow: select "Publish immediately"
The default is Require approval. For this fast path, select Publish immediately instead: no workflow, and the document is published as soon as you finish. Click Continue.
6. Collaborators: optional, skip if not needed
You can assign job roles or people who share edit/manage access to the document. As the creator you already have full access, so you can leave this empty and click Skip. Collaborators can be changed at any time later.
7. Review: click "Upload & publish"
The review screen summarizes everything: ID, type, additional information, workflow ("Publish immediately (no review)"), and collaborators. Click Upload & publish.
8. Done: the document is issued
After a moment the document opens in the viewer on the Revision 0 you just created. It's now an issued document: it appears on the Issued Documents tab and anyone with permission to access the Document Management System can see it.
You can find it any time on the Issued Documents tab — the approved reference library.
