Hello,

We really like the feature that allows us to convert a document (Word, Excel etc.) to a PDF. This can be done either when activating a draft, or when submitting for approval.

Of course, we can also convert back again: When an active document is revised into a new draft/active document, and the checkbox to base the new file on a copy of the old is selected, the original attachment (Word/Excel) is made available again. This is great. We don’t need to keep backup copies of the original in other locations (file server etc.).

However, in a few cases, such as when needing to make a minor adjustment or typo correction after a document has been made active, but without going through the full revision process, it’s more difficult.

This is perhaps an edge case.

Example workflow that leads to this issue:

1. Create a Draft document, upload Word file, Activate and Convert to PDF
2. Note a small mistake in the active document.
3. Edit the document, delete the attachment, upload a new file and save.

The problem is that in Step 3, the original attachment seems to be lost and is irretrievable.

Two outcomes are possible depending on what is uploaded in step 3:

• If a new Word file is uploaded, it cannot be converted to a PDF at this stage (as the document is already active). It will remain as a Word file for people to download (not ideal).
• If a new PDF is uploaded, that will be available to all users (OK), but on next revision, if checking the box “base on a copy of the old file”, then only a PDF is available to work on. No Word version is given back by IQM. The original file is ‘lost’.

So in summary, my questions are this:

When IQM has converted a file to a PDF, is there a way to later retrieve the original file (not the PDF), even after someone has altered the attachment directly? (Even if only for administrators.)

OR

Can a newly uploaded Word document be converted to a PDF, when the document status is already ‘Active’?

I want to encourage users not to keep extra backup copies of originals floating about, but I also don’t want to snooker ourselves in being left with PDFs that we struggle to edit in future!

Thanks for any feedback.