Review template updates
Preview changes to an existing document, preserve tailored content, and review update results.
Open Management systems, choose a system, then open a linked document from a requirement. Choose Template in the document's toolbar to check the template it was created from. The button shows Update available, Update unavailable, or Up to date when its status is known.
Updating needs active Platform and IMS access and contributor access to the document through your workspace or its source project. The document's own license and editable state can also affect whether work can proceed. Imported or not-applicable documents do not support template updates. A withdrawn template can remain readable while updates from it are unavailable.
Read the update status
The Template update panel shows the document's stored revision and the current template revision. Framework sections available means missing framework-specific material can be added, even when the revision number has not changed. Those sections are added as draft content without AI credit.
An older revision does not guarantee an update can run. Update unavailable can mean that the document's state or the template's lifecycle prevents it. If the panel cannot load its status, choose Try again before requesting an update. A failed refresh may leave the last loaded status visible; refresh successfully before continuing.
Preview one document
- Open Template and review the status and any current update job. Wait for a queued or running update to finish.
- If you want template suggestions for blank document fields, expand Optional template defaults and select the fields to propose. Nothing is selected by default. Existing values are preserved; matching template summaries may refresh independently. This does not assign approvals, dates, or people.
- Choose Preview update. Read the proposed changes before choosing Update document.
The plan distinguishes these outcomes:
| Plan action | What to check |
|---|---|
| Add | New template material will be added. |
| Refresh | Untouched text will be replaced with the current template text. |
| Enrich with AI | Tailored text is kept and AI adds to it. Review the additions afterwards. |
| Left unchanged | The section remains as it is. |
| Skipped | Content you previously removed stays removed. |
| Review manually | A person needs to decide what to change. |
Proposals can concern sections, checklist items, timeline categories or events, document defaults, or evidence requests. Review metadata and section-summary proposals as well as content actions. An unchanged section can still have a proposed summary or metadata decision.
Changing the selected defaults clears the preview. Preview again so the plan matches your choices. Cancel closes the current plan without submitting an update. If the template or plan changes before submission, review the refreshed plan and submit only after checking it again.
Check the effect on linked requirements
The preview explains how many requirements link to the document and how many are eligible for re-assessment. Previously assessed or reviewed requirements can be queued for re-assessment after the update, so their results may change. Never-assessed requirements need an explicit assessment. Excluded and withdrawn requirements are not queued through this step.
A shared document can support requirements in more than one management system. Review the linked requirement context before updating shared content. Reusing a document on related requirements creates additional links to the same source content; it does not move the document or create an independent copy.
Review progress and manual work
After submission, the job can show Update queued, Updating from template, Update completed, or Update did not complete. During work, the panel can show template changes being applied, tailored content being enriched, or re-assessment being queued. Check the counts for added, refreshed, enriched, skipped, and Needs review items.
A completed job can still leave manual work. For example, a section may need a rewrite, evidence may need to come from a person, a required fact may be missing, or content may have changed during the update. Open the document and resolve the reported items. Completion of a template update does not approve the document or confirm compliance.
Some requests return Manual review remains without starting a background job. Read the remaining plan and choose Refresh remaining work after reviewing the document.
If you see Review the saved update request, the request was accepted but its result could not be confirmed. Choose Refresh saved results before submitting another request. If progress cannot refresh, use Try again to restore monitoring; do not assume that a refresh failure means the update was never submitted.
Choose how to reuse an older document
When preparing starter documents or requirement content, the plan can offer When a reused document is older than its template:
| Choice | Result |
|---|---|
| Link as is | Links the older document, keeps its content, and flags it for a later update. |
| Link and update | Links the older document and requests a template update. The document's license and contributor access to its project are also needed; documents that cannot be updated are skipped. |
| Draft a new copy | Ignores the older document and drafts new content from the current template. |
Choose deliberately when content is already shared or tailored. Read the resulting creation and update receipts before retrying a partial run, so you can distinguish reused content, newly created content, and skipped updates.
Read updates submitted during document creation
The system's starter-document results can include a separate template-update batch. Review Updating ... documents or Bulk update finished, the number done and failed, the change counts, and any requirements queued for re-assessment. Follow each accessible document link to inspect its job and manual work.
The total can include documents in projects you cannot read. A page with no accessible documents does not mean that the update batch has no work. If results cannot load, choose Try again: the update was already submitted. If a progress refresh fails, the last results remain visible until you refresh successfully.
For skipped work, resolve the reported cause before trying again. Causes can include a document already being up to date, a withdrawn template, an archived or non-editable document, an active update, missing project access or license, a document that does not apply, or insufficient AI credit. Check the document's current state before starting another creation or update request.