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FAQ: How do I revert a document back to an editable state?

If you need to make changes to a document that is currently in a non-editable status (like Approval, Completed, Closed, or Processing), you can use the Revert action.

What Revert Does:

  • Moves the document back to a previous, editable status.
  • The specific status it reverts to is configured in the Document Type settings (Settings > Document Types > Edit > Settings > Default status for revert). This is typically the Ready status.
  • This allows you to make necessary corrections or updates to the document's data or coding.

How to Revert:

  1. Open the Document: Navigate to the document you need to edit.
  2. Locate Action: Click the More Actions (...) menu at the top right of the document viewer.
  3. Select Revert: Click the Revert option.
    • Note: The Revert option might only appear if the document is in a status type that allows reverting (e.g., Approval, Completed) and if you have the necessary permissions.
  4. Confirm (If Prompted): You may need to confirm the action.

Important Considerations:

  • Permissions: You need specific permissions to revert documents, often dependent on the document's current status type (e.g., {Module}:{Submodule}#REVERT:APPROVAL or #REVERT:COMPLETE).
  • Workflow Impact: Reverting a document often cancels any in-progress approval flow. After making edits, you will typically need to Save and Submit the document again to re-initiate the approval process from the beginning.
  • Audit Trail: The Revert action is logged in the document's Audit History.
  • Allocations: Reverting a document might clear existing allocations (matches to POs/Receipts) depending on system configuration. Be prepared to re-match if necessary after reverting and editing.

Use the Revert action when you need to correct errors or update information on a document that has already moved past an editable stage in its workflow.

See also: Reverting Documents.