Managing content: common questions

Quick answer: Answers to common questions about editing, publishing, deleting and bulk-adding content. For step-by-step instructions, see the other guides in this section, starting with Introduction to Release Management.

Editing

How do I add an image to a policy or process? Open the item for editing and switch to full screen edit mode. The Insert image option is in the editor toolbar.

Text I pasted has different bullets, fonts or heading sizes. How do I fix it? Highlight the text and select Clear Style, then reapply headings and bullets from the toolbar. For future pastes (for example from Word or the Edition guide), use the Paste as text option so the words take on the item's own formatting.

Is there a track changes or compare versions feature? Not at the moment. Use the change summary to describe what changed, and download earlier published versions to compare them. See Download Previous Item Version. We've passed requests for a compare feature to our product team.

How do I remove "NEW" from a title? Edit the item and change its title before you send it for review and publish it.

How do I rename a process? Start editing the process, click Edit details on the step-by-step or all-steps page, change the process name, then send it for review and publish it.

There's no Start Editing button. Start Editing only appears when release management is switched on under Admin > App Settings. Turning release management off removes version control, so read Introduction to Release Management before changing this setting.

Board members or reviewers can't see draft items. Users with Process Viewing permission only see published items. To let someone see drafts without making them an administrator, give them Policy Editing and Process Editing permissions. See Manage Users.

Can we use our own colour scheme or change table colours? Not at the moment. Tables use a grey header row. You can add your logo. See Add company logo into the web app. We've passed this request to our product team.

Can I reorder comments? No. New comments always appear at the top. Use Reply on a related comment to keep comments about the same topic together.

Publishing and versions

Can I undo a published version? No. A published version can't be reverted, undone or edited, including by our support team. Version numbers go up automatically each time a change is published and can't be customised, so your history stays auditable.

I approved a version with a mistake in the change summary. Keep the current version. When you next edit the item, add a note to the change summary saying the previous version's notes contained an error, and give the correct details. Alternatively, archive the current version and publish a new version with the correct information, noting that the previous version was archived.

Can the approver on a published item be changed? No. The approver recorded against a published version can't be changed afterwards, including by our support team. To record a different approver, publish a new version of the item.

Can "Uncontrolled copy" be removed from downloaded PDFs? No. It's a fixed disclaimer on all PDFs. It means a printed or downloaded copy isn't kept up to date after it's created, so the web app is always the current version.

Why won't my process publish? It usually has an orphan step or decision point, which is an item that isn't connected to the rest of the process map. Open the draft process, go to the Map subtab and look for any step or decision point with no connector going in or out of it. Connect it to the right place, or delete it if it isn't needed (this removes only that item). Then save, send the process for review and publish it. Not sure which item it is? Send us the process name and your web address and we'll take a look.

Deleting and recovering

I deleted a policy, process or document by mistake. Can I get it back? If it was standard Centro ASSIST content, email us your web address and the exact name of the item. We'll load a fresh copy into your web app, as a draft if you prefer. Your own custom items can't be recovered.

How do I avoid losing items I might need again? Hide them instead of deleting them. Hidden items move to Admin > Hidden Items, where only administrators can see them, and you can bring them back later. See Hidden Items (New/Updated Content).

How do I see what was deleted and when? Go to Admin > Publication History.

Can I delete lots of items at once? There's no one-click bulk delete. Each item goes through the delete workflow, and you can then publish all the deletions together. See Publish Multiple Items (in One Release).

How do I delete a role? ("Sorry, this action can't be completed") A role can only be deleted when it isn't in use. Open the role and check the Related Items tab. Remove the role from every user (including deactivated users) and from any process steps it's linked to, then select the role and click Delete. If release management is on, approve the deletion and publish it. Don't want to unpick everything? Rename the role instead, for example "Archived – Support Worker", so it's clearly no longer used.

Adding your own content in bulk

Can we bulk import our own policies and processes? No. Every policy and process needs to go through review and approval, so add them one at a time and copy your text in. See Create and Publish New Policy. If you have a lot of your own processes to bring in, our Professional Services team can help. Contact us for a quote.

Can you bulk upload our documents and forms? Yes. Email us and we'll send you a link to a shared folder and a spreadsheet template. Fill in one row per file: the exact file name (including the file extension), the name you want to show, an optional description, the category and the file type. Upload your files, let us know when you're done, and we'll load them into your web app. There's no limit on the number of documents, but large uploads take longer. Uploaded documents are published by default. Tell us if you'd like them added as drafts instead.

Want help planning a bigger update? Book a free 60-minute session with our trainer. See Contact Centro ASSIST support and book free training.

Related articles

• Introduction to Release Management
• Hidden Items (New/Updated Content)
• Manage Role
• Create and Publish New Process

Still need help?

Email support@centroassist.com.au or call 1300 420 171. Please include your organisation's Centro ASSIST web address (for example yourorganisation.centroassist.com.au) and a screenshot if you can.

If your Centro ASSIST subscription is through Ageing Australia, please contact Ageing Australia Quality Systems at quality@ageingaustralia.asn.au.