Configure organizational document details
Set document identity, author, language, governance, review dates, handling, and retention.
Open the Projects Hub, choose the project, and open its organizational document. Reading requires project access and active Platform and Autopilot Organizational Documents licenses. Changes require Contributor access or higher in both the workspace and project and an editable document. Readers and users viewing locked documents can inspect the saved details. See access and licenses or the lifecycle and lock guide if editing is unavailable.
Open configuration and save changes
Choose View details to read the saved configuration or Edit details to change it. In Document configuration, use the jump sections Identity, Ownership, Governance, Review, and Handling and retention to reach the fields you need. Jumping between sections does not save changes.
Choose Save configuration when finished and wait for Document configuration saved. Use Cancel editing to return to the saved view; confirm discarding if you have unsaved changes, or keep editing to retain them. Closing with an unsaved draft also asks you to confirm. Cancelling does not undo fields that were already saved.
If a field is invalid, correct the highlighted value and save again. If a save fails, your unsaved values remain available. A message may say that the document identity was saved but the remaining configuration was not. Check the saved name, code, and description before retrying the remaining changes.
If Sorena offers Refresh and reconcile, choose it to load the latest saved configuration while retaining your unsaved values for review. Check each changed field against the refreshed details, resolve any invalid earlier-document link or lock, and save again when editing is available.
Identity
Enter a nonblank Document name so readers can identify the document. Document code is an optional identifier for governance records. Use Description for a short explanation of the document's scope; write the policy or procedure itself in its sections. Clearing an optional field removes its saved value when you save the configuration.
Ownership
Under Ownership and language, choose Author from active workspace members. Search by name or email if needed. This records the author; add the accountable Owner separately in Stakeholders. Selecting an author does not grant project access or record approval.
Language selects a supported catalog language. Changing it currently requires active Platform and Autopilot Contracts licenses for access to the Contracts language catalog, in addition to the document's own licenses and edit access. If catalog access is unavailable, Sorena preserves the saved language and disables language selection. You can still inspect that value. If authors or languages fail to load, use the field's retry control before changing the selection.
Governance
Use Supersedes document to link an earlier organizational document in the same project. Search for the earlier document and verify the selection before saving. The current document cannot link to itself. Recording this relationship does not perform the earlier document's lifecycle transition; follow the lifecycle guide when marking it Superseded.
Choose Document type to identify a policy, procedure, standard, guideline, plan, register, or record. A document type is required. Set Classification to Public, Internal, Confidential, or Restricted when your organization uses that classification. Record the intended use in Purpose.
Use Template used to record the name or identifier of the source template. This records where the document came from. Saving it does not apply a template, create sections, or replace document content. If the earlier-document choices fail to load, retry the field rather than selecting an unrelated document.
Review
Under Review lifecycle, choose Review frequency to set No review, Weekly, Monthly, Quarterly, Semi-annual, Annual, Biennial, or Triennial. Leave it unset when no review frequency has been recorded. Effective date records when this version takes effect; Next review date records its next scheduled review. Enter valid calendar dates when setting either value.
Save the configuration to store these choices. Setting dates or a review frequency does not approve or publish the document. After completing a scheduled review, use More document actions > Mark review complete and confirm the resulting next review date.
Handling and retention
Record the retention and handling instructions your organization has decided to use:
| Field | What to record |
|---|---|
| Retention period in months | A whole number of at least 1 month, or leave it blank if no period is recorded. |
| Retention driver | The law, contract, or policy behind that period. |
| Disposition method | Archive, Secure delete, Return to owner, or Other, according to the planned outcome. |
| Planned disposal date | Required when the disposition is Secure delete, Return to owner, or Other. Enter a valid calendar date. This field is hidden and its saved date is cleared when the method is Archive or unset. |
| Handling requirements | Instructions for protecting or handling the document. |
| Distribution and availability | Who should receive or access the document, and how it should be made available. |
Choose Save configuration to record the instructions. Recording retention, disposal, handling, or distribution details does not schedule automatic deletion, delete a file, distribute the document, or change access permissions. Follow your organization's process to carry out those actions.
Read details and approval evidence
From Overview or the saved configuration view, inspect the document's identity, governance, review timing, and lifecycle information. Expand Record details and retention for the description, approval evidence, retention basis, disposition, handling requirements, and distribution instructions. Sorena shows which areas have records; Nothing recorded yet or Not recorded yet means those details have not been supplied.
Check the recorded approver, approval date, and signature evidence together. An Approval invalidated record or stale-approval notice means the earlier approval no longer attests to the current content. A saved signature alone does not establish that the current version is approved. Follow Manage the document lifecycle for approval, publication, and the consequences of returning a document to Draft.