Changing the Document Date

In some situations, you may need to adjust the created date on a compliance document. This most often applies to HR documents for employees who were hired before your facility began using the Kipu Compliance system. In limited cases, this may also apply to other form types.

Only users with the Human Resources role can change a document date, and the form must already meet all primary requirements before the date can be updated. This process is not considered backdating. Intentional backdating is discouraged and should be avoided.

Required Permissions: Only users with the Human Resources role can adjust document dates. 

How to Change a Document Date

Follow the steps below to update a document date and bring the form back into compliance.

1. Click the User Compliance Report from the navigation menu.
   
2. Use the Employee drop-down at the top of the report to select the appropriate employee and view their HR Document Requirements.
   
3. Locate the form currently showing a Past Due status in the list. 
   
4. Click Review on the right side to expand this item in the list 
   
5. Click the form link to open it.
   

6. Review the documentation uploaded to the form by clicking on the file name to open the original document and see the date shown in that uploaded document.

   

   • Note: The document date you will be changing on the form should always match the date shown on the uploaded documentation. 
7. After reviewing the uploaded document and making a note of the original date, scroll to the bottom of the form and update the Document Date field. Enter the date as it appears on the uploaded document.
   
8. Select Approve to submit the updated date. The system saves the change and updates the form record.
   
9. The page will refresh, returning to the page containing all occurrences of the form. A green notice will also appear at the top of the page indicating that the form was edited successfully.
   
10. Return to the User Compliance Report for the employee to verify compliance. The form no longer appears as late or noncompliant because the correct document date is now applied.