FAQ & troubleshooting
Common questions about working with controlled documents.
Released documents are read-only by design, so the approved version stays intact. To change one, use Modify, which creates a new separately-approved version and preserves the old one. See Modify a document.
Discarding needs membership of the Document Control QA group. If you are not in it, the dialog asks you to contact your QA representative, who can discard the draft for you.
It is archived, not deleted. Standard users no longer see it, but the QA team can still reach it through the space settings.
No. Standard users work entirely in Confluence. Jira stores document metadata in the background and is only needed by QA and administrators.
The Document ID (a Jira key like DOC-718) is permanent and never changes. Each revision gets its own version number. See Key concepts.
As a best practice, at least two approvers, one of whom may be the author, with QA signing last before release. For a minor administrative fix such as a typo, a single approver is enough. See Initiate an approval.
Every released document carries a next review date, and review is periodic as well as change-driven. The Periodic reviews panel on the document table shows what is up to date, due soon, or overdue. See View document status.
It is a one-time password sent to your email. Entering it ties the approval to you as an electronic signature, so the record shows who approved what and when. Configured correctly, that supports compliance with FDA 21 CFR Part 11.
Yes. You can attach external files (Word, Excel, PDF, and more) to a controlled document and embed them in the Confluence page, so the file is version-controlled with the record.