Publication Library

The Publication Library allows the administrator to designate or create a specific SharePoint library intended to store the documents that have successfully completed their workflow.

Once a document is approved and signed (if applicable), the system automatically generates an official copy in this library for internal consultation within the organization, keeping the original file in its working folder and with no possibility of modification.

• Advantage: It centralizes the final approved documents in a single place, facilitating bulk consultation and ensuring that users access only current and validated versions, with no risk of altering documents in process.

• Additional detail: It is possible to configure multiple publication libraries by department or document type. The global fields and metadata of the original document are automatically preserved in the publication library, maintaining the consistency and traceability of the information.

Step by Step:

1. Initial Setup

1. Go to the side menu and click Administration.


2. Select the Publication Library module.


3. If the library is not yet configured, press the Configure Library button.









4. In the pop-up window, select the base fields you want to synchronize automatically, such as Title, Document type or Expiration date.









5. Click Confirm to complete the initial setup.

2. Customizing the Document View

1. Click the Document view tab.









2. Define the default sorting criterion, for example, by creation date, and select ascending or descending mode.


3. Select the default navigation type, such as Folder navigation.


4. Manage the visible columns by dragging, adding or removing fields such as Code, Version, Created by and Modified by.


5. Press Save to apply the changes to the display.

3. Managing Native Permissions

1. Select the View native permissions tab to manage access directly from SharePoint.









2. View the assigned roles, such as Owners, Members and Visitors, as well as specific users with read or full control permissions.


3. Use the + Add permissions button to include new users or groups.


4. If you want the library to inherit the permissions of the main site, select Restore inherited permissions.