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Document Management guide

Publish documents, quizzes and audiences

Create knowledge checks, select the correct audience and publish immediately or on a scheduled date.

Policy Manager or Document Owner Approximately 10 minutes Updated 27 July 2026

Publication rules

Publication behaviour depends on the document type and organisation configuration.

  • Policies can be made visible to the entire organisation or targeted to a selected group.
  • Other governed documents, such as standards and procedures, are targeted to specific groups such as department, location or role.
  • Publication can occur immediately or on a future date. Documents cannot be back-dated.
  • Quiz support and mandatory quiz enforcement are configured by an administrator.

1. Create a quiz

  1. Open an approved document.
  2. Select Set Quiz Questions.
  3. Add questions manually or use the AI quiz generator where AI is enabled.
  4. For manual questions, provide the question, answer options and correct response.
  5. Publish the quiz or retain it according to the available workflow.
Mandatory quiz setting: when the organisation requires quizzes for the document type, PurpleWASP prevents publication until the quiz requirement is satisfied.

2. Select the audience

The publication workflow lets the owner choose an organisation-wide or targeted audience according to the document type.
1

Select Publish

Open the approved document and select the publication action.

2

Choose the audience

For a policy, choose all users or a specific group. For other document types, select the permitted department, location or role group.

3. Publish now or schedule

Choose the current date for immediate publication or a future date for scheduled publication.
3

Choose the publication date

Select today for immediate publication or a future date to place the document in the Scheduled tab.

4

Confirm publication

Review the audience and date, then publish. Confirm that the document appears under Published or Scheduled.

Reader experience

Recipients see the document in their published content. Where a quiz is attached, they can complete it according to organisation rules. AI-enabled environments may also provide a document summary to help users understand the content.

Common problems

Publication is blocked by a quiz warning

The document type may require a quiz. Create and publish the quiz or ask an administrator to review the document-type quiz configuration.

A non-policy document cannot be sent to everyone

This is an audience rule. Select an appropriate group by department, location or role.